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GENERAL LEDGER

Table of Contents

GENERAL LEDGER 1

GENERAL LEDGER .. 3 GLPF- ....................G/L PROGRAM FLOW .......................................................................... 3 GLAG- ...................G/L ACCOUNT GROUP MAINTENANCE .................................................. 7 GLQ- .....................G/L ACTIVITY INQUIRY ......................................................................10 QGLQ- ..................QUICK G/L ACTIVITY INQUIRY ............................................................15 GLAJ- ...................G/L ALLOCATING JOURNAL MAINTENANCE .........................................16 GLAJP- .................G/L ALLOCATING JOURNAL PROCESSING ............................................20 GLBS- ...................G/L BALANCE SHEET .........................................................................21 GLCFM- ................G/L CONTROL FILE MAINTENANCE ......................................................25 GLCC- ...................CORPORATION/DIVISION CHART OF ACCTS MAINTENANCE ..................30 GLCM- ..................G/L CORPORATION MAINTENANCE .....................................................38 GLC- .....................G/L DIVISION/DEPARTMENT CHART OF ACCOUNTS MAINTENANCE .......41 GLDCM- ................G/L DIVISION CONSOLIDATION MAINTENANCE ....................................47 GLIS- ....................G/L INCOME STATEMENT ...................................................................49 GLJE- ....................G/L JOURNAL ENTRY .........................................................................52 GLJEP- ..................G/L JOURNAL PROCESSING ................................................................57 GLMR- ..................G/L MANAGEMENT REPORTS .............................................................58 GLPC- ...................G/L PERIOD END CLOSING ..................................................................65 GLPM-...................G/L PERIOD MAINTENANCE ................................................................69 GLPR- ................... G/L PERIODIC REPORT ......................................................................72 GLPAR- .................G/L POSTING INTERFACE ACCOUNTS MAINTENANCE ...........................73 GLRJ- ...................G/L RECURRING JOURNAL MAINTENANCE ...........................................83 GLRJP-..................G/L RECURRING JOURNAL PROCESSING ..............................................87 GLS- .....................G/L STATUS DISPLAY ........................................................................88 GLTM- ..................GENERAL LEDGER ACCOUNT TYPE MAINTENANCE ..............................92 GLTB- ...................G/L TRIAL BALANCE ..........................................................................94

BUDGETING- ............OVERVIEW FOR THE BUDGET PROCESS ..............................................97 GLBAPM- ..............G/L BUDGET ALLOCATION PERCENTAGE MAINTENANCE PROGRAM.......99 GLBM- ..................G/L BUDGET CREATION AND MAINTENANCE PROGRAM ..................... 102 GLBM- ..................MAINTAINING A BUDGET ................................................................. 104

GLBM- ...............MAINTAINING A BUDGET - UPDATE MODE ........................................ 107 GLBM- ...............MAINTAINING A BUDGET - DETAIL MODE .......................................... 108 GLBM- ...............MAINTAINING A BUDGET - REMOVING RECORDS ............................... 109

Removing records from the BASE budget ................................................................ 109 Removing records from the Current budget .............................................................. 110

GLBM- ...............COPYING/DUPLICATING A BUDGET ................................................... 111 GLBM- ...............CREATING A BASE BUDGET FROM YOUR EXISTING GENERAL LEDGER . 112 GLBM- ...............IMPORT/EXPORT BUDGETS FROM AND TO AN EXCEL™ SPREADSHEET . 113 GLBM- ...............GL BUDGET ALLOCATION PERCENT MAINTENANCE PROGRAM ............ 116

GLBC- ...................G/L BUDGET COMPARATIVE REPORT ................................................ 117

Next Generat ion® General Ledger

Release NGS-6.30 GL- 2

Proprietary Notice This manual contains information w hich is proprietary to Munics Information Systems, Inc. and all rights are reserved. No part of this manual or its contents may be used or reproduced by any means w ithout the express w rit ten permission of Munics Information Systems, Inc. Disclaimer of Warranty The material contained herein is subject to change w ithout not ice. Munics Information Systems, Inc. makes no w arranty, express, implied or by descript ion, regarding the information set forth herein. Munics Information Systems, Inc. does not guarantee, w arrant or make any representat ion regarding the use of, or the results of the use of, the programs in terms of correctness, accuracy, reliability, currency or otherw ise, and the purchaser relies on the programs and the results solely at his/her ow n risk. NEXT GENERATION® is a registered trademark of Munics Information Systems, Inc. Copyright 1987-2006 Munics Information Systems, Inc.



GENERAL LEDGER GLPF- G/L PROGRAM FLOW (Gett ing the Applicat ion Ready for Operat ion) Introduction Prior to ut ilizing the General Ledger, establish the various types of ent it ies for w hich the General Ledger w ill be processed. The G/L allow s for mult iple corporat ions, mult iple divisions w ithin a corporat ion and mult iple departments w ithin divisions. At least one corporat ion and one division must be set up in order to process. The follow ing w ill illustrate the consolidat ion possibilit ies.

In this example there are tw o corporat ions, A and B. Within each corporat ion there are tw o divisions and each division has tw o departments. All data is alw ays posted at the division/department level. The use of the department level is opt ional based on users needs. The user may obtain Income Statements and Trial Balances at the department level. Balance Sheets are not balanced at the department level; they are balanced at the division level by period. The user may obtain Income Statements, Trial Balances and Balance Sheets at the Division level. Department data can opt ionally roll into the consolidated Divisional Income Statement. The user may obtain consolidated Income Statements, Trial Balances and Balance Sheets at the Corporate level for the divisions def ined for that corporat ion. The Corporate/Division Chart of Accounts are used for consolidat ing data from the division/department levels. Decide the best w ay to structure the ent it ies so that the desired output reports and consolidat ions may be obtained. The minimum set up requires def ining one corporat ion and one division. Example: Corporat ion 1 Division 1 In this example, there is one ent ity. Corporat ion 1 must be def ined in the Corporat ion/Division Chart of Accounts Maintenance. Once completed, the Corporate Chart of Accounts may be copied to the Division and Division/Department Chart of Accounts automatically.

DIVISION 1 DEPARTMENT 110

LEVEL 3

CORPORATION A

LEVEL 2

LEVEL 1




CORPORATION B







In order to prepare your system for use, certain f iles must be entered prior to any processing taking place. The f iles to be entered and their descript ions are as follow s: File File Name Required/

Optional Purpose

GLCM G/L Corporat ion Maintenance

Required To set up and maintain corporat ion records w hich w ill be used for consolidat ion purposes. At least one corporat ion record must be def ined.

DVM Division Maintenance Required To establish various divisions w ithin the Corporat ion. The division code is a mandatory f ield in many of the programs and should be set up prior to using the system. The user is required to establish at least one division.

DM Department Maintenance Required To set up and maintain various departments w ithin an ent ity. The department code is a mandatory f ield in many of the programs and should be set up prior to using the system. The user is required to establish at least one department.

GLDCM G/L Corporat ion/Division/ Department Consolidat ion Maintenance

Required To set up and maintain consolidat ion records by corporat ion/division/department w hich w ill be used for report purposes. This program allow s the user to def ine w hich departments are associated w ith w hich divisions. The user can also def ine w hich divisions are associated w ith w hich corporat ions.

GLPM G/L Period Ending Maintenance

Required To set up and maintain period ending dates for journal processing and report control. The calendar is created by f iscal year and should be established for one year prior, the current f iscal year and several f iscal years into the future. All ent it ies w ill share the same calendar for processing.

GLCFM G/L Corporat ion/Division Control File Maintenance

Required To set up and maintain G/L controls by corporat ion/division w hich contain parameters that are used throughout the G/L system. Several opt ions must be def ined by the user prior to operat ing the G/L

GLCC G/L Corporat ion and Division Chart of Accounts Maintenance

Required To set up and maintain a chart of accounts by both corporat ion and division. The user w ill not post any entries to the Corporat ion/Division Chart of Accounts. Once this f ile is completed, the user has an opt ion to copy corporat ion/division records to the Division/Department Chart of Accounts w here all data is posted and stored. The Corporat ion Chart of Accounts is ut ilized for output reports to store consolidat ion data from division level data. The Division Chart of Accounts is ut ilized for output reports to store consolidat ion data from division/department



level data. GLC G/L Division Department

Chart of Accounts Maintenance

Required To set up and maintain a chart of accounts by division/department. All data is posted to the Division/Department level chart of accounts. Balance sheets can be maintained and balanced at the Division level only, not the Division/Department level. Income Statements can be obtained for either Corporate Consolidat ions, Division Consolidat ions or Division/Department levels. Any records added to this f ile must f irst be added in the Corporat ion Level and Division Level Consolidat ion Control Chart of Accounts.

GLBM G/L Budget Maintenance Optional To set up and maintain budget records w hich w ill be used for report purposes.

GLAG G/L Account Group Maintenance

Optional To set up and maintain account groups w hich may be used for all journal entry programs. An account group allow s the user to def ine several G/L Account Numbers under a user def ined account group code. When processing G/L account data, the user may enter an Account Group and all the G/L accounts def ined for that group w ill come up automatically.

GLAJ GLAJP

G/L Allocat ing Journal Maintenance G/L Allocat ing Journal Processing

Optional Optional

To set up and maintain allocat ing journals w hich w ill automatically reallocate an account balance to one or more accounts. This process is done by percentage.

GLRJ GLRJP

G/L Recurring Journal Maintenance G/L Recurring Journal Processing

Optional Optional

To set up and maintain recurring journals w hich w ill post a journal entry based on user specif icat ions.

GLJE GLJEP

G/L Journal Entry G/L Journal Processing

Optional Optional

To create and maintain general journals w hich w ill be posted manually AFTER corporat ion/division module status opt ions are changed to (A)ct ive.

GLTB G/L Trial Balance Required To generate a trial balance three w ays w ith the follow ing formats: Consolidated by Corporat ion Consolidated by Division Non-Consolidated by Division/Department

GLIS G/L Income Statement Required To generate an income statement three w ays w ith the follow ing output opt ions: Consolidated by Corporat ion Consolidated by Division Non-Consolidated by Division/Department

GLBS G/L Balance Sheet Required To generate a balance sheet three w ays w ith the follow ing output opt ions: Consolidated by Corporat ion Consolidated by Division Non-Consolidated by Division/Department

GLQ G/L Act ivity Inquiry Optional To generate an act ivity report of detail general ledger act ivity posted for any accounting period, open or closed. The user may control how long the G/L detail act ivity history f ile



should remain on the system. GLBC G/L Budget Comparat ive Optional To generate a budget comparat ive w hich w ill

compare budget amounts to actual amounts. GLPC G/L Period End Closing Required To close the current open period and current

f iscal year. Period End Closing w ill validate all journals for that period and update all f iles. The user may leave periods open for desired lengths of t ime, but should eventually close the periods. The user has several opt ions regarding the post ing of PROFIT. The user may elect to post prof it manually using the GLJE program. Also, the G/L Period Close opt ion allow s for automatic post ing of prof it w hen a period is closed. In order for the close to proceed, PROFIT must be posted and the system in balance. Once a period is closed, no further data may be posted to it .

GLHM G/L History Maintenance Used to load prior balances for closed periods prior to act ivat ing the corporat ion and division GLCFM control records. If control records are act ivated prior to post ing these balance, the user may then post prior data through GLJE and back date the post ing dates as desired. To load closed period balances w ithout post ing journal entries BEFORE corporat ion/division module status opt ions are changed to (A)ct ive.



GLAG- G/L ACCOUNT GROUP MAINTENANCE Introduction The G/L Account Group Maintenance program is used to set up and maintain G/L account groups w hich may be used for all journal entry programs. When an account group is entered, it automatically brings up all the G/L accounts assigned to the account group and the user may post the amounts associated w ith the account. This table is ut ilized by the G/L and A/P softw are modules. User may use this table to def ine a G/L Account Group ID w here user w ill input all the G/L numbers to be associated in this account group. User may enter this G/L account group in several programs requiring G/L account numbers. Program w ill automatically bring up all G/L numbers set up for this account group. The VENDOR master record allow s the user to def ine a default Account Group for this vendor. Whenever A/P vouchers are posted, the G/L accounts for this vendor w ill automatically be brought up. Procedure From the menu, enter " GLAG" :

The follow ing f ields may be entered w hen in ADD mode: ACCOUNT GROUP ID

Enter the unique code for this group. The Group ID can be alpha-numeric and up to 8 characters long.

DIVISION ID

Enter the valid division code. Use the drop dow n w indow for Division lookup.

DEPARTMENT ID

Enter the valid department ID. Use the drop dow n w indow for Department lookup.

In the line details area of the screen specif ic accounts can be entered by ut ilizing the follow ing f ields:



SEQ. NO.

This is a system generated sequence number.

DIVISION ID

This f ield automatically defaults to the Division ID entered in the header screen, how ever, it may be overridden.

DEPARTMENT ID

This f ield automatically defaults to the Department ID entered in the header screen, how ever, it may be overridden.

ACCOUNT NUMBER

Enter the desired G/L account number. This account number must be a valid Chart of Accounts number. Use the drop dow n w indow for a list of valid G/L account numbers.

DESCRIPTION

This f ield is displayed by the program.

TYPE

This refers to the account type and comes up automatically by the system. Valid account types are: A - Assets L - Liabilit ies C - Capital R - Revenue E - Expenses

D/C

The normal balance of the account (Debit or Credit) w ill appear on the screen. This can be changed to allow for dif ferent entries in the GLJE, GLAJ and GLRJ programs.

AUTO A/P

This f ield is the Automatic A/P G/L Account Distribut ions f ield. When entering vendor invoice in A/P, dif ferent values such as purchase amount, f reight, tax or other amounts can be entered. This f ield allow s the user to def ine for this G/L Account Number the corresponding value this account is connected to. The codes def ined below are the valid entries for this f ield. The G/L distribut ion can be fully automated, or it can be automated but stop on each distribut ion so the amount may be overridden, if necessary. The follow ing codes may be entered:

AUTOMATIC POSTING-

NO OVERRIDE AUTOMATIC POSTING-

WITH OVERRIDE 0 - No Automatic Post ing 1 - Purchase Amount w ithout stop 101 - w ith stop 2 - Freight w ithout stop 102 - w ith stop 3 - State tax w ithout stop 103 - w ith stop 4 - Local 1 tax w ithout stop 104 - w ith stop 5 - Local 2 tax w ithout stop 105 - w ith stop 6 - Local 3 tax w ithout stop 106 - w ith stop 7 - Local 4 tax w ithout stop 107 - w ith stop 8 - Federal tax w ithout stop 108 - w ith stop 9 - Other 1 Amount w ithout stop 109 - w ith stop 10 - Other 2 Amount w ithout stop 110 - w ith stop

COMMENTS

Enter Y if comments are indicated. Enter N if comments are not indicated.



For a detailed explanat ion of how to use the ' Comments' f ield, refer to the General Information Sect ion of this manual.

Select VIEW to choose the sort opt ions:



GLQ- G/L ACTIVITY INQUIRY Introduction The G/L Act ivity Inquiry program enables the user to generate a detailed G/L act ivity report for any t ime frame as def ined by the user at run t ime. Both open and closed period data may be accessed. Several select ion opt ions allow the user to output all data for the selected date range or to output only certain desired G/L account numbers. The QUERY mode is designed to display information on a specif ic G/L Account Number and account descript ion, w hile the VIEW mode is designed to output all Account Numbers as selected in summary or detail format. Procedure From the menu, enter " GLQ" :

If the QUERY mode is selected, the act ivity for any date range can be displayed on the screen. When this opt ion is chosen, make entries into the appropriate f ields (Division, Department, Account, Account Descript ion) and press the OK button to allow the program to search the record or records selected. Upon acceptance of the desired record, the system w ill prompt for from and thru dates desired. Select QUERY and enter the necessary information



If the Query Menu is selected a small w indow w ill open displaying user def inable programs. Highlight the one you w ant to use.



User may maintain query menus as follow s: Go to program " menus" Select QMenu



Select VIEW for a printed report :

To print a detail report press D:



To print a summary report press S:



QGLQ- QUICK G/L ACTIVITY INQUIRY Introduction The " Quick" G/L Act ivity Inquiry program enables the user to generate a summarized G/L act ivity report as of a specif ied date def ined by the user at run t ime. Only open period data may be accessed. Several select ion opt ions allow the user to output data for all or specif ied divisions, departments and account types. User may output report to the screen, printer or print hold scheduler. This report is useful w hen an operator w ants to view current balances in the general ledger. Procedure From the menu, enter " QGLQ" :



GLAJ- G/L ALLOCATING JOURNAL MAINTENANCE Introduction The G/L Allocat ing Journal Maintenance program enables the user to set up and maintain allocat ing journals w hich w ill automatically reallocate an account balance to one or more accounts w hen program GLAJP is run. This process is done by percentage. Procedure From the menu, enter " GLAJ" :

The follow ing header f ields may be entered w hen in ADD mode: JOURNAL ID

This f ield is system generated to be ' AJ' .

DIVISION ID

Enter the valid division code. Click the drop dow n w indow for Division lookup.

DEPARTMENT ID

Enter the valid department ID. Click the drop dow n w indow for Department lookup.

JOURNAL CODE

Enter the user-assigned journal code for this journal entry. This is a mandatory f ield entry.

MEMO FIELDS 1, 2

Enter miscellaneous information here.

ENTERED BY

The system automatically enters the user' s ID here.

SOURCE REF

The system w ill automatically enter the journal ID and journal code. This f ield is for reference purposes only.

CONTROL ACCOUNT

Enter the valid controlling G/L account number for this entry. The entered account number w ill be verif ied against the format def ined through



GLDCM. The control number is used to track the act ivity of a journal. It is established on the f irst detail line. All header information is based on the control account. Click the small lookup box for a list of valid G/L account numbers.

START DATE

Enter the date that the journal is to begin processing.

STATUS

There are dif ferent status f lags for each step the journal is in: B - In balance O - Out of balance I - Journal being updated by another the user P - Print ing R - Updating X - No detail records

AMOUNT POSTED TO DATE

This f ield is updated after program GLAJP has been run.

LAST POSTED DATE

This f ield is maintained by the program.

HOLD FLAG (Y/N)

If Y is selected, this journal w ill be placed on hold and not updated w hen GLJAP is processed. Remove from hold in order to update this control.

COMMENTS

Enter Y if comments are indicated or N if comments are not indicated. For a detailed explanat ion of how to use the ' Comments' f ield, please refer to the General Information Sect ion of this manual.



After select ions have been made: PROMPT: Correct: (Y/N) If Y, the system w ill display the Detail screen:

The follow ing detail f ields may be entered: SEQ. NO.

This is a system generated sequence number. The f irst sequence number is reserved for the control account entry. All other account entries can be made follow ing this entry.

DIVISION ID

Enter the Division ID.

DEPARTMENT ID

Enter the Department ID.

ACCOUNT NUMBER

Enter the G/L Account Number.

TYPE

This refers to the account type and comes up automatically.

ALLOCATION %

Enter a percentage value for the account. The percentage value that is entered w ill increase the line account entered and decrease the control account. The total percentage of the journal must equal 100%.

MEMO FIELDS 1,2

Enter miscellaneous information here



To skip the Allocat ion % f ield and exit to the Detail screen, a w indow w ill display:

Select VIEW for the sort opt ions:



GLAJP- G/L ALLOCATING JOURNAL PROCESSING Introduction The G/L Allocat ing Journal Processing program enables the user to select and process allocat ing journals. These journals are created through the GLAJ program. This program executes the actual journal processing def ined for each allocat ing control journal record selected. Procedure From the menu, enter " GLAJP" :

The program w ill now begin processing the allocat ing journal entries.



GLBS- G/L BALANCE SHEET Introduction The G/L Balance Sheet program enables the user to generate a balance sheet w ith f ive dif ferent output formats: Consolidate all Divisions w ithin a Corporat ion ID, Consolidate all Departments w ithin a Division ID, Non-consolidated by Division/Department, Part ial Consolidat ion by user def ined Divisions w ithin a Corporat ion ID and Part ial Consolidat ion by user def ined Departments w ithin a Division ID. Balance sheets may be run at any t ime for open or closed periods. The format of the balance sheet is controlled by the chart of account records being processed. The Corporat ion Chart of Accounts controls the consolidat ion of Division Balance Sheet data into a Corporate total. The Division Chart of Accounts controls the consolidat ion of Division/Department Balance sheet data into a Division total. The balance sheet is kept in balance at the Division level. Prof it post ings are made at this level in order to balance by accounting period. Procedure From the menu, enter " GLBS" :



If Non-Consolidated opt ion is selected:

If consolidat ion output opt ions by Divisions w ithin a Corporat ion are selected, the user w ill be prompted for select ion based on either Corporat ion or Division Consolidat ion select ion criteria. If consolidat ion output opt ions by Departments w ithin a Division are selected, the user w ill be prompted for select ion based on either Division or Department Consolidat ion select ion criteria. All other screen f ields are the same as above. The balance sheet print program w ill calculate prof it if a period(s) has not been closed. The Retained Earnings account w ill be preceded by an ' * * * ' designat ion w hen the descript ion is printed (*** RETAINED EARNINGS). Enter Value Format:

Click to mark box to output both Debits and Credits as posit ive numbers. Click to mark box to output Debits as posit ive numbers and Credits as negative numbers.

Enter the Output Format Option: BALANCE SHEET REPORT FORMAT

An 80-column report show ing Account Name and Account Balances through the selected period for the selected f iscal year. NOTE: If user selects opt ion to Print Account Numbers, the report w ill be a 132-column report show ing Account Name, Account Number and Account Balances through the selected period for the selected f iscal year.

COMPARATIVE REPORT

A 132-column report that compares account balance as of the selected period for the selected f iscal year against prior year balance for the same period and calculates a variance and percentage. NOTE: User may opt ionally select to print account numbers on the report .



COMPARATIVE WITH FORMATTING

A 132-column report that compares account balance as of the selected period for the selected f iscal year against prior year balance for the same period and calculates a variance and percentage. This report output w ill use the report formatt ing opt ions found in the G/L Chart of Accounts. NOTE: User may opt ionally select to print account numbers on the report .

If the output is directed to (C)ron:

The (C)ron Job permits the product ion of a report on an output device at a previously selected date and t ime. This type of output operat ion is often used to produce reports automatically unattended. A detailed explanat ion of the cron f ields may be review ed in the System Utilit ies sect ion under a program called CRONM. To establish f lexible and moving date parameters to be applied w hen the cron output is generated:

In the f irst prompt, if it is specif ied not to use the current period, the report w ill use the f ixed period and year as parameters for the output. If it is specif ied to use current period, then output period w ill be determined based on the start date using the follow ing technique.



The start date w ill be a calculated date based on the system date. Output w ill take the system date at the t ime the output is generated and add days (plus or minus) to the system date to arrive at the start date. Based on the calculated start date, the program w ill ascertain the correct G/L period for w hich to generate output.



GLCFM- G/L CONTROL FILE MAINTENANCE Introduction The G/L Control File Maintenance program enables the user to set up and maintain general ledger control opt ions by corporat ion or division. In order to process data in the G/L, the corporat ion record and division records must be act ivated. Upon creat ing the records, these records w ill be in inact ive mode unt il the user is ready to begin processing at w hich t ime the act ive f lag should be turned on. Procedure From the menu, enter " GLCFM" :

Enter 1 for Corporat ion control f ile maintenance, 2 for Division control f ile maintenance, 3 for G/L Control File Options or E to exit . Select 3 and a w indow displaying set up opt ions w ill appear. This funct ion should only be used to update default records.



Select 1 for the General Ledger CORPORATION Control File Maintenance screen:

The follow ing f ields may be entered w hen in ADD mode: CORP. ID

Enter a 4 character Corporat ion ID.

CURRENT FISCAL YEAR

Enter the current f iscal year.

CURRENT OPEN PERIOD

Enter the current open period.

LAST CLOSED DATE

Enter the last closed date. This opt ion is used to control G/L programs from post ing entries prior to this date. This is the Last Period Closing Date.

MULTI-DIVISIONS IN USE

Enter Y for mult iple divisions. Enter N if there is only one division.

POST MULTI-DIVISION (GJ)s

This opt ion allow s divisions to post entries to other divisions in GLJEP. Y - allow s divisions to post entries to other divisions. N - does not allow any division consolidated to that corporat ion to post entries to other divisions.

DEFAULT DIVISION ID

Enter the ID number of the default division. In a single-corporat ion environment, this w ill be used for all division ID prompts.

# OF DAYS/ PURGE JOURNALS

Enter the number of days to purge source journal records.



# OF DAYS/ DETAIL HISTORY

Enter the number of days to save G/L detail history records.

# OF YEARS/ SUMMARY HISTORY

Enter the number of years to save G/L summary history records.

LAST PURGE YEAR

Enter the last complete year that summary history data w as purged.

STATUS OF (CORP.)

This opt ion establishes an (A)ct ive or (I)nact ive condit ion for Corporat ion controls. This f ield must be act ivated in order to process.

Select 2 for the General Ledger DIVISION Control File Maintenance screen:

The follow ing f ields may be entered w hen in ADD mode: DIVISION ID

Enter a 4 character Division ID.

CURRENT FISCAL YEAR

Enter the current f iscal year to be processed.

CURRENT OPEN PERIOD

Enter the current open period to be processed.



LAST CLOSED DATE

Enter the last closed date. This opt ion is used to control G/L programs from post ing entries prior to this date. This is the Last Period Closing Date.

POST MULTI-DIVISION (GJ)s

This opt ion allow s divisions to post entries to other divisions in GLJEP. Y - allow s a division to post entries to other divisions, only if corporat ion opt ion is set to Y. N - does not allow any division to post entries to other divisions.

MULTI-DEPT. IN USE

Enter Y for mult iple departments. Enter N if there is only one department.

DEFAULT DEPT. ID

Enter the ID number of the default department. This w ill be used for all department ID prompts.

RETAINED EARNINGS DEPT.

Enter the Chart of Accounts retained earnings account department.

RETAINED EARNINGS ACCT.#

Enter the Chart of Accounts retained earnings account number.

(GJ)-STARTING JOURNAL #

Enter the start ing register number for the General Journal Program (GLJEP).

(RJ)-STARTING JOURNAL #

Enter the start ing register number for the Recurring Journal Program (GLRJP).

(AJ)-ALLOCATING STARTING JOURNAL #

Enter the start ing register number for the Allocat ing Journal Program (GLAJP).

AUTO-POST OF PROFIT/LOSS

This opt ion is used for the Period Close program, GLPC. It allow s the user to post a Prof it /Loss journal entry automatically, to update all G/L f iles and close the period. Select Y and the Prof it /Loss w ill be calculated and a journal entry w ill be created and updated w ithout user intervent ion for each division. All G/L f iles w ill be updated and the period w ill be closed. Select N and the Prof it /Loss w ill be calculated and a journal entry w ill be created but NO updating w ill occur. Run GLJEP to output and update prof it post ing.

STATUS OF (DIVISION)

This opt ion establishes an (A)ct ive or (I)nact ive condit ion for Division controls. This f ield must be act ivated in order to process.

PERIOD CLOSE IN PROCESS

This f ield is for internal reference only.



Select VIEW to choose the sort criteria:



GLCC- CORPORATION/DIVISION CHART OF ACCTS MAINTENANCE Introduction The G/L Corporat ion/Division Consolidat ion Chart of Accounts Maintenance program enables the user to set up and maintain a chart of accounts by both Corporat ion and Division. The Corporat ion/Division Chart of Accounts are mandatory in order to run the G/L system. Data w ill not be posted to either the Corporat ion or Division Chart of Accounts. The main purpose for the Corporat ion/Division Chart of Accounts is for consolidat ing Division/Department data upw ards into Division and/or Corporat ion consolidat ions. This program maintains the master G/L account numbers to be used for all divisions/departments. This technique allow s for data to be processed at the Division/Department level and output to be either at the Division/Department level, the Division Consolidat ion level or Corporat ion Consolidat ion levels. Once the Corporate Chart of Accounts is built , the user has an opt ion to automatically duplicate the corporate chart of accounts to the Division and/or Division/Department Chart of Accounts f iles. Data w ill be posted and stored at the Division/Department level. Balance sheets are balanced at the Division level only. The retained earnings account must be def ined for each division in G/L Control File Maintenance once the Chart of Account records has been established. The Corporate Chart of Accounts allow s for the user to roll mult iple division/department data into a corporate total w ith the Corporate Chart of Accounts controlling the output. The Division Chart of Accounts allow s for the user to roll mult iple division/department data into a division total w ith the Division Chart of Accounts controlling the output. The user can maintain the Corporate Chart of Accounts and have it opt ionally ADD, UPDATE or REMOVE the Division and Division/Department G/L Chart records at the same t ime the corporate records are maintained by sett ing ACF opt ion gl015 to a value of " Y" . The user can maintain the Division Chart of Accounts and have it opt ionally ADD, UPDATE or REMOVE the Division/Department G/L Chart records at the same t ime the Division records are maintained using the same ACF opt ion gl015. Procedure From the menu, enter " GLCC" :



The master corporat ion chart of account records for all ent it ies must be maintained. Once this is completed, the corporat ion chart of accounts may be copied to the division and/or the division/department chart of accounts, if applicable. The follow ing describes the screens for maintenance of the corporat ion chart of accounts. The division chart of accounts maintenance is similar in that user may maintain division records, not corporat ion records. Screen 1:

Screen 2:

The follow ing f ields may be entered w hen in ADD mode: CORPORATION ID

Enter a valid Corporat ion ID or use the drop dow n w indow for Corporat ion lookup.



ACCOUNT NO.

Enter the general ledger account number.

DESCRIPTION

Enter the general ledger account descript ion.

FUNCTION CODE

Enter a valid funct ion code as follow s: 1 - Heading Only - Used for formatt ing purposes only. Will print on f inancial reports. 2 - Total Account - Will consolidate accounts and add to total. Used as a total bucket. Will print on f inancial reports. 3 - Normal Account - Account normally posted to and w ill print on f inancial reports. 4 - Post Only Acct. - Account posted to but does not print on f inancial reports. This account must be added into a Total Account, funct ion code 2. Funct ion codes 1 and 2 are primarily used for report formatt ing only. Never post to these accounts. Funct ion code 2 is used as a total account to consolidate all other accounts. Funct ion codes 3 and 4 are accounts that are posted to. Funct ion code 3 w ill be an account that entries w ill be made against and w ill show on f inancial reports. Funct ion code 4 can be posted to, but w ill not show on f inancial reports.

ACCOUNT TYPE

Enter a valid account type. An account primary type is the major classif icat ion of G/L Chart of Account records. A - Assets L - Liabilit ies C - Capital R - Revenue E - Expenses

ACCOUNT TYPE (2)

Enter a valid secondary account type. A secondary account type is the second level of an account classif icat ion. Example: Level 1) Assets Level 2) CURRENT ASSETS

CATEGORY CODE

Enter a valid account category. An account category is the third level of an account classif icat ion. Example: Level 1) Assets Level 2) Current Assets Level 3) INVENTORY

CATEGORY CODE (2)

Enter a valid account sub category. An account sub category is the fourth level of an account classif icat ion. Example: Level 1) Assets Level 2) Current Assets Level 3) Inventory Level 4) FINISHED GOODS INVENTORY

CONTRA ACCOUNT

Enter contra account (Y/N). A contra account is an account, such as accumulated depreciat ion, w here the normal balance is reversed w ithin account type.



MEMO FIELD 1, 2


TOTAL ACCT/ DESCRIPTION

Enter total account number. A total account is an account that is used as an accumulator. This account w ill be used as a total bucket for either a balance sheet or an income statement. This account must be a funct ion code 2.

COMMENTS

Enter Y if comments are indicated or N if comments are not indicated. For a detailed explanat ion of how to use the ' Comments' f ield, please refer to the General Information Sect ion of this manual.

Report Format Control Field Definit ions INDENT SPACES

Enter indent spaces (0-9) to indicate how many spaces descript ion w ill be indented from left margin. This f ield is used for a balance sheet or an income statement.

LINES TO SKIP

Enter lines to skip (0-9) before account is printed. This f ield is used for a balance sheet or an income statement.

UNDERLINE DESCRIPTION

Select to underline a descript ion f ield of an account. This f ield is used for a balance sheet or income statement.

NEW PAGE

Select to have report skip to next page before print ing this account. This f ield is used for a balance sheet or income statement.

COLUMN NO.

Select column number 1, 2, or 3 to indicate start ing posit ion of column. This f ield is used for a balance sheet.

BASE % CALC

Enter the base percentage calculat ion. This f ield is used for an income statement. Select as follow s: Y - This account w ill be added to a base number w hich w ill be used to

calculate a percentage of the base number. N - This account w ill not be added to a base number, but w ill st ill be used to calculate a percentage of the base number. This account must be a funct ion code 3 or 4.

REPORT SEQ. #

Enter the report sequence number. This f ield is used for a balance sheet or an income statement. Report sequence numbers are user def ined and w ill allow reports to be printed in sequence number order instead of account number order. If report sequence numbers are used, then all accounts must be updated w ith sequence numbers to obtain output.

UNDERLINE VALUE

Select to underline the value that prints. This f ield is used for a balance sheet or income statement.



This w indow w ill appear If the DUPLICATE mode is selected w hen in Corporat ion Chart of Account Maintenance:

If 1 is selected, a w indow w ill appear enabling user to copy a Corporat ion record

to another Corporat ion record. If 2 is selected, a w indow w ill appear enabling user to copy a Corporat ion record to a Division record. If 3 is selected, a w indow w ill appear enabling user to copy a Corporat ion record to a Division and Division/Department record.

If the DUPLICATE mode is selected w hen in Division Chart of Account Maintenance: This w indow w ill appear If the DUPLICATE mode is selected w hen in Division Chart of Account Maintenance:

If 1 is selected, a w indow w ill appear enabling user to copy a Division record to

another Division record. If 2 is selected, a w indow w ill appear enabling user to copy a Division record to a Division/Department record.



If the VIEW mode is selected for Corporat ions, enter the desired search information:

If the VIEW mode is selected for Divisions, enter the desired search information:

User may print a Total Account Form from the View opt ion, or they may select the Valid Total Account button from the menu opt ions.



If the Account Type View mode is selected, enter the output opt ion: Report w ill display Acct Type, Acct Type 2, Cat Code, Cat Code 2

The follow ing pages illustrate a sample Chart of Accounts. SAMPLE CHART OF ACCOUNTS ACCT ACCT FUNCTION NO. DESCRIPTION TYPE CODE 100.0 ASSETS A 1 101.1 CURRENT ASSETS: A 1 105.0 CASH - 1ST NATIONAL BANK A 4 117.0 PETTY CASH A 4 119.0 CASH A 2 120.0 ACCOUNTS RECEIVABLE A 3 130.0 INVENTORY A 3 140.0 PREPAID EXPENSES A 3 149.1 TOTAL CURRENT ASSETS A 2 151.0 OTHER ASSETS: A 1 152.0 OFFICE FURNITURE & FIXTURES A 3 171.0 LESS ACCUM. DEPRECIATION A 3 185.0 TOTAL OTHER ASSETS A 2 190.0 TOTAL ASSETS A 2 200.0 LIABILITIES L 1 200.1 CURRENT LIABILITIES L 1 201.0 ACCOUNTS PAYABLE L 3 202.0 CUSTOMER DEPOSITS L 3 203.0 ACCRUED LIABILITIES L 3 204.0 TOTAL PAYABLES L 2



SAMPLE CHART OF ACCOUNTS ACCT ACCT FUNCTION NO. DESCRIPTION TYPE CODE 205.0 NOTES PAYABLE: L 1 206.0 LOAN PAYABLE - 1ST NATIONAL L 3 230.0 TOTAL CURRENT LIABILITIES L 2 290.0 CAPITAL C 1 291.0 COMMON STOCK C 3 292.0 PAID IN CAPITAL C 3 293.0 RETAINED EARNINGS C 3 295.0 TOTAL STOCKHOLDERS EQUITY C 2 295.1 TOTAL LIABILITIES & EQUITY L 2 300.0 SALES R 1 301.0 SALES R 3 307.0 SALES RETURNS R 3 320.0 SALES DISCOUNTS R 3 350.0 NET SALES R 2 401.0 COST OF SALES E 3 404.0 GROSS MARGIN R 2 410.0 EXPENSES E 1 417.0 TELEPHONE EXPENSE E 3 418.0 OFFICE SUPPLIES EXPENSE E 3 420.0 DEPRECIATION E 3 425.0 TOTAL OPERATING EXPENSES E 2 426.0 NET OPERATING PROFIT R 2 460.0 OTHER INCOME & EXPENSES R 1 464.0 OTHER INCOME R 3 471.0 OTHER EXPENSES E 3 478.0 TOTAL OTHER INCOME & EXP. R 2 479.0 PROFIT BEFORE TAXES R 2 481.0 TAXES: E 1 482.0 STATE INCOME TAX E 3 483.0 CORPORATE TAX E 3 489.0 TOTAL TAX E 2 490.0 NET PROFIT (LOSS) R 2 (PROFIT)PROFIT ACCOUNT P 2



GLCM- G/L CORPORATION MAINTENANCE Introduction The G/L Corporat ion Maintenance program allow s the user to def ine as many corporat ions as w ill be in use. At least one corporat ion must be def ined in order to ut ilize the general ledger. Data w ill not be posted direct ly to any corporat ion, how ever, the user w ill have the ability to def ine divisions/departments w ithin a corporat ion that the data w ill be posted to. An ent ire corporate chart of accounts can be copied automatically to the division level. Procedure From the menu, enter " GLCM" :

During the installat ion a w indow w ill display Corporat ion set up opt ions:



After the appropriate select ions are made, the w indow w ill not reappear w hen the program is subsequently called up. The remaining corporat ion opt ions w ill be updated in the program GLCFM. The follow ing f ields may be entered by the user w hen in ADD mode: CORPORATION ID

Enter the ID number to be assigned to the corporat ion.

CORPORATION NAME

Enter the complete name of the corporat ion.

ADDRESS 1, 2, 3

Enter the complete address of the corporat ion. Three lines are available for the address.

CITY

Enter the city in w hich the corporat ion is located.

STATE

Enter the state in w hich the corporat ion is located.

ZIP CODE

Enter the zip code for the corporat ion.

PHONE

Enter the telephone number of the corporat ion.

CONTACT

Enter the contact name of the corporat ion.

ACCOUNT FORMAT

Enter the desired format of all General Ledger Account numbers. The format of all G/L Account numbers w ill be verif ied against the value in this f ield. The format can be developed as follow s: # - Numeric entry only. X - Character entry only. A - Alpha/Numeric entry. Any combinat ion of the above may be used to represent the format of the account number. Any constants found in the account number such as - or - may also be used. If no format is required, user may leave this f ield blank.

FORMAT DISPLAY

Enter a value, Y or N, indicat ing w hether the G/L Account Format should be displayed for all G/L account number prompts.

CORP

Enter the Corporate Tax Ident if icat ion number.

FEDERAL

Enter the Federal Tax Ident if icat ion number of the corporat ion.

STATE

Enter the State Tax Ident if icat ion number of the corporat ion.

LOCAL 1

Enter the Local Tax Ident if icat ion number of the corporat ion.

MEMO 1, 2

Enter memo information to reference the corporat ion. There are tw o lines available for memo entries.

COMMENTS

Enter Y if comments are indicated or N if comments are not indicated. For a detailed explanat ion of how to use the ` Comments' f ield, please refer to the General Information Sect ion of this manual.



Select VIEW to enter the search information



GLC- G/L DIVISION/DEPARTMENT CHART OF ACCOUNTS MAINTENANCE Introduction The G/L Division/Department Chart of Accounts Maintenance program enables the user to set up and maintain a chart of accounts by Division/Department. All G/L post ings w ill be made according to the records def ined in this program. Prior to building Division/Department G/L Chart records, establish the Corporat ion Level and Division Level Consolidat ion Control Chart of Account records. In each Division/Department Chart of Account record, a parent Division Consolidat ion G/L Control Account Number and a parent Corporat ion Consolidat ion Control Account Number may be def ined. These parent control accounts are ut ilized w hen consolidat ing division/department data upw ards into Division Consolidat ions and Corporat ion Consolidat ions, if required. Procedure From the menu, enter " GLC" :



Screen 2:

The follow ing f ields may be entered w hen in ADD mode: DIVISION ID

Enter a valid Corporat ion ID or use the drop dow n w indow for Corporat ion lookup.

DEPARTMENT ID

Enter a valid Department ID or use the drop dow n w indow for Department lookup.

ACCOUNT NO.

Enter the General Ledger Account Number.

DESCRIPTION

Enter the General Ledger Account Descript ion.

FUNCTION CODE

Enter a valid funct ion code as follow s: 1 - Heading Only Used for formatt ing purposes only. Will print on f inancial reports. 2 - Total Account Will consolidate accounts and add to total. Used as a total bucket. Will print on f inancial reports. 3 - Normal Account Account normally posted to and w ill print on f inancial reports. 4 - Post Only Acct. Account posted to but does not print on f inancial reports. This account must be added into a Total Account, funct ion code 2.



ACCOUNT TYPE

Enter a valid account primary type. An account primary type is the major classif icat ion of G/L Chart of Account records. A - Assets L - Liabilit ies C - Capital R - Revenue E - Expenses

ACCOUNT TYPE (2)


CATEGORY CODE


CATEGORY CODE(2)

Enter a valid account sub category. An account sub category is the fourth level of an account classif icat ion. Example: Level 1) Assets Level 2) Current Assets Level 3) Inventory Level 4) FINISHED GOODS INVENTORY

CONTRA ACCT

Enter contra account (Y/N). A contra account is an account, such as accumulated depreciat ion, w here the normal balance is reversed w ithin account type.

MEMO FIELD 1, 2

Miscellaneous information can be entered here.

TOTAL ACCT/ DESCRIPTION

Enter total account number. A total account is an account that is used as an accumulator. This account w ill be used as a total bucket for either a balance sheet or an income statement. This account must be a funct ion code 2.

CORPORATION CONS. CONTROL ACCOUNT

Enter the parent corporat ion consolidat ion control G/L account number. A corporat ion control account is an account used to consolidate division/department data into a corporat ion level for report purposes. This account must be a funct ion code 3 or 4. This account must be present in the Corporate Level and Division Level Chart of Account records.

DIVISION CONS. CONTROL ACCOUNT

Enter the parent division consolidat ion control account number. A division control account is a G/L account used to consolidate division/department data into a division total for report purposes. This account must be a funct ion code 3 or 4. This account must be present in the Corporate Level and Division Level Chart of Account records.

COMMENTS

Enter Y if comments are indicated or N if comments are not indicated. For a detailed explanat ion of how to use the ' Comments' f ield, refer to the General Information Sect ion of this manual.



Report Format Control Field Definit ions INDENT SPACES

Enter indent spaces (0-9) to indicate how many spaces descript ion w ill be indented from left margin. This f ield is used for a balance sheet or an income statement.

LINES TO SKIP

Enter lines to skip (0-9) before account is printed. This f ield is used for a balance sheet or an income statement.

UNDERLINE CHAR.

Select to underline a descript ion f ield of account. This f ield is used for a balance sheet or income statement.

NEW PAGE

Select to have report skip to next page before print ing this account. This f ield is used for a balance sheet or income statement.

COLUMN NO.

Select column number 1, 2, or 3 to indicate start ing posit ion of column. This f ield is used for a balance sheet.

BASE % CALC

Enter the base percentage calculat ion. This f ield is used for an income statement. Select as follow s: Y - This account w ill be added to a base number w hich w ill be used to

calculate a percentage of the base number. N - This account w ill not be added to a base number, but w ill st ill be used

to calculate a percentage of the base number. This account must be a funct ion code 3 or 4.

REPORT SEQ. #

Enter the report sequence number. This f ield is used for a balance sheet or an income statement. Report sequence numbers are user def ined and w ill allow reports to be printed in sequence number order instead of account number order. If report sequence numbers are used, then all accounts must be updated w ith sequence numbers.

UNDERLINE VALUE

Select to underline the value that prints. This f ield is used for a balance sheet or income statement.



Some addit ional f ields in Screen 2 of the GLC program are as follow s: ACCOUNT LAST UPDATED

This f ield is for reference purposes only.

CURRENT OPEN ACTIVITY

This f ield is for reference purposes only.

LAST CLOSED PERIOD

This w ill be established after Control File Maintenance has been completed.

BALANCE OF LAST CLOSE

The system w ill update this f ield after each period close.

LAST YEAR TOTAL

The system w ill update this f ield, but the user may enter last year total.

In the DUPLICATE mode, the system w ill display a w indow w hich w ill enable a Division/Department record(s) to be copied to another Division/Department record(s). Select DUPLICATE:



If the VIEW mode is selected, enter the sort and print opt ions:

User may print a Total Account Form from the View opt ion, or they may select the Valid Total Account button from the menu opt ions. If the Account Type View mode is selected, enter the output opt ion: Report w ill display Acct Type, Acct Type 2, Cat Code, Cat Code 2



GLDCM- G/L DIVISION CONSOLIDATION MAINTENANCE Introduction The Division Consolidat ion Maintenance program enables the user to set up and maintain consolidat ion records by corporat ion/division/department to be used for report purposes. Each division created must be connected to its appropriate corporat ion record in order to process. Each division/department created must be connected to its appropriate division record in order to process. Procedure From the menu, enter " GLDCM" :

The follow ing f ields may be entered w hen in ADD mode: CORPORATION ID

Enter the ID number of the desired Corporat ion. The ID number entered must be a valid Corporat ion ID in the Corporat ion Master f ile. Use the drop dow n w indow for Corporat ion lookup.

DIVISION ID

Enter the ID number of the desired Division. The ID number entered must be a valid Division ID in the Division Master f ile. Use the drop dow n w indow for Division lookup.

DEPARTMENT ID

Enter the ID number of the desired Department. The ID number entered must be a valid Department ID in the Department Master f ile. Use the drop dow n w indow for Department lookup.

ACCOUNT FORMAT

Enter the desired format of all General Ledger Account numbers. The format of all G/L account numbers w ill be verif ied against the value in this f ield. The format can be developed as follow s: # - Numeric entry only. X - Character entry only. A - Alpha/Numeric entry. Any combinat ion of the above may be used to represent the format of the account number. Any constants found in the account number such as - or -



may also be used. If no format is required, user may leave this f ield blank. This entry can be the same or dif ferent from the corporat ion format.

DISPLAY FORMAT

Enter a value, Y or N, indicat ing w hether the G/L Account Format should be displayed for all G/L account number prompts.

Select VIEW to choose the sort opt ions:



GLIS- G/L INCOME STATEMENT Introduction The G/L Income Statement program enables the user to generate an income statement w ith f ive dif ferent output formats: Consolidate all Divisions w ithin a Corporat ion ID, Consolidate all Departments w ithin a Division ID, Non-consolidated by Division/Department, Part ial Consolidat ion by user def ined Divisions w ithin a Corporat ion ID and Part ial Consolidat ion by user def ined Departments w ithin a Division ID. Procedure From the menu, enter " GLIS" :

Select 3:

If consolidat ion output opt ions by Divisions w ithin a Corporat ion are selected, the user w ill be prompted for select ion based on either Corporat ion or Division Consolidat ion select ion criteria. If consolidat ion output opt ions by Departments w ithin a Division are selected, the user w ill be



prompted for select ion based on either Division or Department Consolidat ion select ion criteria. All other screen f ields are the same as above. Enter Value Format:


Enter the Output Format Options: MTD/YTD FORMAT

An 80-column report show ing account name, period-to-date and year-to-date values. NOTE: If user selects opt ion to Print Account Numbers, the report w ill be a 132-column report show ing account name, account number, period-to-date and year-to-date values.

BASE % FORMAT

A 132-column report show ing account name, period-to-date, year-to-date values and base percent values. User may opt ionally select to print account numbers on the report .

BUDGET FORMAT

A 132-column report that compares period-to-date and year-to-date act ivity against budget amounts and calculates a variance and percentage. User may opt ionally select to print account numbers on the report .

COMPARATIVE FORMAT

A 132-column report that compares period-to-date and year-to-date act ivity against prior year period-to-date/year-to-date act ivity and calculates a variance and percentage. User may opt ionally select to print account numbers on the report .



If output is directed to (C)ron:

The (C)ron Job permits the product ion of a report on an output device at a previously selected date and t ime. This type of output operat ion is often used to produce reports automatically and unattended. A detailed explanat ion of the cron f ields may be review ed in the System Utilit ies sect ion under a program called CRONM. To establish f lexible and moving date parameters to be applied w hen the cron output is generated:

In the f irst prompt, if it is specif ied not to use the current period, the report w ill use the f ixed Report Year and From and Thru periods as parameters for the output. If it is specif ied to use the current period, the output period w ill be determined based on the start date using the follow ing technique. The start date w ill be a calculated date based on the system date. Output w ill take the system date at the t ime the output is generated and add days (plus or minus) to the system date to arrive at the start date. Based on the calculated start date, the program w ill ascertain the correct G/L Period for w hich to generate output. This opt ion also allow s user to specify number of periods, plus or minus, to be included.



GLJE- G/L JOURNAL ENTRY Introduction The G/L Journal Entry program enables the user to create and maintain general journals by control batch w hich w ill be posted w hen GLJEP program is run and updated. Procedure From the menu, enter " GLJE" :

The follow ing header f ields may be entered w hen in ADD mode: JOURNAL ID

This f ield is system generated to be ' GJ' .

DIVISION ID

Enter the ID number of the desired division. The number entered must be a valid Division ID in the Division Master f ile. Use the drop dow n w indow for Division lookup.

DEPARTMENT ID

Enter the ID number of the desired department. The number entered must be a valid Division ID in the Division Master f ile. Use the drop dow n w indow for Department lookup.

JOURNAL CODE

Enter the user assigned journal code for this journal entry. This is a mandatory f ield entry.

DESCRIPTION

Enter the descript ion of the journal.

JOURNAL DATE

Enter the creat ion date of this journal.

ENTERED BY

The system automatically enters the user' s ID.

SOURCE REF The system automatically enters the journal ID and journal code. This f ield



is for reference purposes only.

REVERSAL BATCH

Enter Y or N, indicat ing if the batch is to be reversed or not. If Y is selected, this batch w ill be normally posted as desired and the system w ill also post a reversal of the entry on the f irst day of the follow ing period, provided the follow ing period is not a one-day, year-end accounting period. If the follow ing period is a one-day accounting period, the system w ill post the reversing entries to the next period. If N is selected, this batch w ill not be reversed.

REVERSAL STATUS FLAG

There are dif ferent status f lags for each reversal step the journal is in: P - Print ing R - Updating U - Updated

JOURNAL STATUS FLAG

There are dif ferent status f lags for each step the journal is in: B - In balance O - Out of balance I - Journal being updated by another user P - Print ing R - Updating U - Updated X - No detail records

HOLD FLAG (Y/N)

If Y is selected, this journal w ill be placed on hold and user w ill not be able to update the journal.

COMMENTS

Enter Y or N, indicat ing if comments are to be associated w ith this journal. For a detailed explanat ion of how to use the ` Comments' f ield, please refer to the General Information Sect ion of this manual.

PROMPT: Correct? (Y/N)

If Y, the G/L JOURNAL ENTRY Detail Screen w ill appear:

User may select G/L Group button to opt ionally open a w indow to enter journal entry detail post ing accounts by predef ined accounts set up in the General Ledger Account Group Maintenance (GLAG) program. Enter the Detail Fields:



SEQ. NO.

This is a system generated sequence number.

DIV. ID

This f ield automatically defaults to the Division ID entered in the header screen, but may be overridden. User may not post the debit amount and the credit amount of an entry to a dif ferent division.

DEPT. ID.

This f ield automatically defaults to the Department ID entered in the header screen, but may be overridden. User may post the debit amount and the credit amount of an entry to a dif ferent department w ithin the same division.

ACCOUNT NO.

Enter the valid account number of this entry. Click the drop dow n w indow for a list of the valid G/L account numbers for the specif ied Division and Department.

DATE

Enter the date that this entry w ill be posted. Debits and Credits must balance to a specif ic date in order to be in balance.

DEBIT AMT

Enter the debit amount.

CREDIT AMT

Enter the credit amount.

MEMO FIELDS 1, 2


If in balance, a w indow w ill opt ionally allow user to chain direct ly into GLJEP to process the audit register and update this control batch. This process can be performed now , or GLJEP can be run at some later point to print and update. User w ill also have the opt ion to enter a New _Journal upon complet ion of a journal entry. Upon select ing this opt ion, user w ill be prompted as follow s:



Select VIEW to enter the sort criteria:

Select IMPORT to retrieve detail entries into a journal entry from an external f ile:



When ut ilizing the import opt ion the source data must include the follow ing headers, exact ly as show n: corpid_gljedet

div_id_gljedet dept_id_gljedet act_no_gljedet transdate_gljedet debit_gljedet credit_gljedet memo1_gljedet (optional field-18 characters in length) memo2_gljedet (optional field-18 characters in length)



GLJEP- G/L JOURNAL PROCESSING Introduction The G/L Journal Processing program enables the user to select, print and process/update the general journal controls into the general ledger. Journal controls are entered in program GLJE. If controls are in balance, the GLJEP program produces the audit register and allow s the user to update the control. This technique requires the user to output the control f iles prior to permit t ing any updating to the f iles. The General Ledger Detail Act ivity and History f iles w ill be updated by this program. If the control being updated is designated as a reversal control batch the updating w ill occur as entered and reversing entries w ill automatically be made into the next period. Procedure From the menu, enter " GLJEP" :



GLMR- G/L MANAGEMENT REPORTS Introduction The G/L Management Reports allow s a user to view comparisons betw een mult iple periods w hich may help you not ice patterns in your business. Report opt ions are available to display income/expense or expense only view s that w ill allow a user to view 5 periods of information on a single report , w ith year-to-date totals after each period. A report is available to look at a current period vs. the same period for the prior year (w ith year-to-date amounts displayed) comparing these to budgeted amounts for the current period. There is another report opt ion to display income and expense amounts for 2 periods (w ith year-to-date amounts displayed) compared to the same periods of the prior f iscal year. All of these reports may be run in consolidated or part ially consolidated formats. Procedure From the menu, enter " GLMR" : Select Consolidat ion Report Type:

If user selects opt ion 1, the follow ing select ion screen w ill display:



Note: If user selects consolidat ion report type 2 or 4 a f ield for Division w ill be displayed.

If user selects consolidat ion report type 3 or 5 a f ield for Division and Department w ill be displayed.

REPORT OPTION

1 = Income/Expense w ith year-to-date totals 2 = Expense Schedule of current / previous year period vs. budget 3 = Expense Schedule w ith year-to-date totals 4 = Income/Expense current period vs. same period of prior year

YEAR

Enter the Fiscal Year.

FROM PERIOD

Enter the From general ledger period.

THRU PERIOD

Enter the Thru general ledger period. Note each report opt ion listed above allow for a dif ferent number of general ledger periods that may be selected as follow s: Report opt ion 1 allow s user to select up to 5 general ledger periods. Report opt ion 2 allow s user to select a single general ledger period. Report opt ion 3 allow s user to select up to 5 general ledger periods. Report opt ion 4 allow s user to select up to 2 general ledger periods.

SORT BY OPTION

Enter " 1" to sort records by general ledger account number. Enter " 2" to sort records by the general ledger report sequence f ield.

PRINT ZERO BALANCE ACCTS

Enter " Y" to include general ledger accounts w ith a zero balance. Enter " N" to omit general ledger accounts w ith a zero balance.

OUTPUT REPORT OPTION

Enter " S" to display report on the screen. Enter " P" to print the report to a printer. Enter " H" to print the report to the print hold schedule. Enter " X" to print the report to an Excel Spreadsheet



Enter " C" to print the report automatically ut ilizing the CRON output capability.

The follow ing is a sample report output for Report opt ion 1/Income Expense YTD: Up to 5 periods w ill display.



The follow ing is a sample report header for report opt ion 2/Expense Schedule Curr/Prev Budget: Only 1 period w ill display.



The follow ing is a sample report header for report opt ion 3/Expense Schedule YTD:



Up to 5 periods w ill display.



The follow ing is a sample report header for report opt ion 4/Income/Expense Curr/Prev Year: Up to 2 periods w ill display.



GLPC- G/L PERIOD END CLOSING

Introduction The G/L Period End Closing Program enables the user to close the current open period and current f iscal year, if period is also year end. Period End Closing w ill validate all journals for that period and update all f iles to ref lect this period closing. In order for the period to be closed, the prof it entry must be established for each Division. There are three opt ions by w hich to have the prof it for the period posted: 1.

Post it manually through GLJE. In this technique, a journal post ing can be manually created w here the retained earnings account is posted to w ith the offsett ing entry made to G/L account number called {PROFIT} . The journal register many then be run and updated.

2.

There is a GLCFM opt ion w here the GLPC program w ill calculate the prof it and automatically create a journal in GLJE. The register for that journal must be run and the prof it updated. The user may then proceed to run the GLPC program.

3.

There is a GLCFM opt ion w hich w ould automatically create and post the prof it by Division for the period being closed. All post ings must be in balance in order for this opt ion to be executed.

The system w ill verify that post ings are in balance before let t ing the period close process begin. If in balance, the period may be closed. If not in balance, review any imbalance and correct. Periods must be closed by Division in sequential order by year by period. Once a period is closed, the user w ill be unable to post any further entries to that period.



Procedure From the menu, enter " GLPC" :

Corporat ion Enter a valid corporat ion id for period closing

Division Enter a valid Division ID for period closing.

If the Corporat ion ID has been entered, then this f ield can be left blank. It means all division under the entered corporat ion w ill be processed.

Period: and Ending: The period w ill and ending date w ill be displayed. Auto-Post ing of Prof it /Loss (Y/N/D)?

If the user answ ers Y to the Auto-Post ing of Prof it /Loss quest ion, then the system w ill display the steps for the General Ledger Period Closing procedure. 1. Validat ion - All general journals, recurring journals, and allocat ing journals w ill be checked to make sure there are no NON-posted or out of balance journals for this period. The Trial Balance w ill also be verif ied to make sure that all entries balance. 2. Prof it /Loss - All revenue/expense balances for this period w ill be calculated and a Prof it /Loss entry w ill be generated. Based on the Auto-post ing opt ion, a balance w ill be generated. Based on the Auto-post ing opt ion, a general journal General journal entry w ill be created, then either updated immediately, or placed on " HOLD" and may be posted later after user review .



3. File Update - All f iles that contain period dates and balances w ill be updated. Detail Records for this period w ill be moved to Detail history, and any records that need to be purged w ill be removed at this t ime. NOTE: The purge date w ill be calculated using the greater of the value found betw een glcfm/corporat ion level and the acf opt ions gl014/glhst/glhstd. If the user enters an ' N' to stop program at this step. The created Prof it /Loss Enter ' N' to stop program at this step. The created Prof it /Loss Journal w ill have the Hold Flag set to " Y" , and the period-close process w ill abort . The created Prof it /Loss journal MUST be posted in order for the user to re-run the " GLPC" process. To post the created Prof it /Loss Journal user must update the journal hold f lag to " N" in program " GLJE" . User may then manually process the journal entry upon exit ingthe GLJE program or by running program " GLJEP" . Once the user has updated the Hold Flag and posted the Prof it /Loss journal, the user must run the GLPC program again in order to complete the close of the general ledger period. At this point, it is suggested that this f ield be set to a value of " Y" . If the user answ ers D: Enter ' D' to create either an auto-post ing or non-auto-post ing Prof it / Loss Journal based on the ' Auto-Post ' opt ion set for each division by GLCFM. NOTE: If GLCFM is set up for a non-auto-post ing Prof it /Loss Journal, follow instruct ions in " N" opt ion above to post the created Prof it /Loss journal.

Do you w ish to purge Journal after post ing?

If ' Y' is entered, the prof it /loss journal w ill be purged automatically.

Output Options: Enter " P" to Print the report to a Printer.

Enter " H" to Send the report to Print Hold Scheduler (PHS). NOTE: The " H" opt ion w ill allow the user to scroll backw ard and forw ard through the report .



Proceed Enter ' PROCEED' to begin the Period End Closing. If any controls or batches of data are found not processed in any sub ledger module, the period close w ill not be permit ted. The process updates all necessary balance f ields to ref lect the closing of a period. The close also purges data as def ined by the user in the control f ile opt ions.



GLPM- G/L PERIOD MAINTENANCE Introduction The Period Maintenance program enables the user to set up and maintain period ending dates for journal processing and report control. Procedure From the menu, enter " GLPM" :

The system w ill prompt for the follow ing information w hen in ADD mode: PROMPT: Fiscal Year: [19XX] Enter the year for w hich the calendar is being created and press OK.



PROMPT: G/L Ending Date:

Enter the period close date for Periods 1 through 12 or 1 through 13 based on w hether user has ACF opt ion set for 12 or 13 accounting periods in the year.

If UPDATE is selected:

Enter the G/L Amended Date for the selected period. The user w ill not be permit ted to amend any date w here data has already been posted. PROMPT: Select Update, Duplicate, Next, Previous, Help or Exit If Duplicate is selected: PROMPT: Current record w ill be duplicated to the next f iscal

year. Cont inue YES or NO? If the user selects Yes, this record w ill be duplicated. The TEMP_CLOSE opt ion allow s the user to temporarily close accounting act ivity. The user may maintain the TEMP_CLOSE date w hich stores this date in the ACF f ile under " tmpclose" opt ion. Programs that enter a transact ion date w ill check this date to insure no transact ion dates are entered prior to this date. The user may maintain this date to move it forw ard in t ime. This opt ion effect ively allow s the user to temporarily close and re-open accounting periods w ithout having to do a formal close. Once the formal period close is done, an accounting period may not be reopened.



If the TEMP_CLOSE opt ion is selected:



GLPR- G/L PERIODIC REPORT Introduction The GLPR program allow s the user to print a report of summarized general ledger post ings by period for a selected date range. User can print mult iple f iscal years, as w ell as select the periods they w ish to print . This w ill enable a user to easily view trends in post ings of any general ledger account from one year to another year, or a current quarter to the same quarter from a prior year(s). For those users on the WINGS version of our softw are, an output to Excel™ opt ion is available, w hich w ill enable you to include graphs or pie charts of those trends. Procedure From the menu, enter " GLPR" :

FROM YEAR

Enter the beginning f iscal year you w ish to retrieve data for.

FROM PERIOD Enter the beginning period you w ish to retrieve data for.

THRU PERIOD Enter the ending period you w ish to retrieve data for.

THRU YEAR Enter the ending f iscal year you w ish to retrieve data for. (If you do not w ant to run comparison from 1 year to another, this may be the same as the From Year.)

FROM PERIOD Enter the beginning period of the Thru Year you w ish to retrieve data for. (If you do not w ant to run comparison from 1 year to another, this may be the same as the From Year.)

THRU PERIOD Enter the ending period of the Thru Year you w ish to retrieve data for. (If you do not w ant to run comparison from 1 year to another, this may be the same as the From Year.)



GLPAR- G/L POSTING INTERFACE ACCOUNTS MAINTENANCE Introduction The GLPAR program allow s the user to opt ionally interface any or all of the follow ing applicat ion modules w ith the General Ledger (GL) module: 1.

Accounts Receivable (AR)

2.

Inventory Control (IC)

3.

Purchase Order (IC)

4.

Physical Inventory (PI)

5. 6.

Bill of Material (BM) Point of Sale (POS)

The Accounts Payable (AP) module opt ionally interfaces into the G/L. This is act ivated by ACF opt ion key ap001, not the GLPAR program. Several other ACF parameters control various opt ions the user may choose to act ivate w hen AP interfaces into GL. Several of the modules have mult iple programs w ithin the module that may be interfaced w ith the G/L. The user has the f lexibility to choose w hich specif ic programs w ithin these modules to be interfaced. The theory of operat ion for GLPAR is that source data parameters and their corresponding post ing G/L account numbers in GLPAR can be predef ined. Once def ined, the applicat ion programs are run normally and the program w ill automatically translate source post ing transact ions to the correct G/L account numbers w ithout the user having to enter any G/L account numbers. GLPAR is designed for f lexibility w hen sett ing up relat ionships betw een applicat ion programs source data and proper interfacing into G/L f iles. Init ially the user may def ine w hat source data f ield parameters are required by the applicat ion program in order to correct ly post to the G/L. Several f ields are opt ionally available for each applicat ion program to def ine w hat source data elements should drive the G/L interface. Next, def ine the actual G/L account numbers to be posted to based on source data f ield parameters at the follow ing tw o levels: 1.

DEFAULT LEVEL - (Required)

2.

DETAIL LEVEL - (Optional)

The DEFAULT level by source Division is required as a minimum set up for interfacing into the G/L. By source Division indicates the source data entered ut ilized this part icular Division. The actual G/L Division to post to may be the same as the source Division or may dif fer. The DETAIL level is opt ional and may be used w hen the user needs to further def ine G/L accounts to be posted to based on more detailed source criteria. The follow ing information w ill describe each level further for the user.



Default Level This level is the minimum amount of information the user is required to set up in order to interface to the G/L. By source Division, establish a DEFAULT set of post ing G/L account numbers for each journal source sequence transact ion type. In some cases, these DEFAULT G/L account numbers may be all that is required. An example of this is by source Division. The user might specify the G/L account numbers to post to for A/R, SALES, FREIGHT, DISCOUNT, etc. When ut ilizing the softw are programs, source transact ions w ill create the correct G/L post ings based on the account numbers def ined in GLPAR. The program is modif ied to include an addit ional sort opt ion for Sequence Number w ithin a Division. This new sort capability w ill be very helpful should the need for trouble shoot ing a problem occur. Detail Level Use of this level is totally opt ional and may be used on an except ion basis. This level is ut ilized in addit ion to the DEFAULT level w hen the DEFAULT level does not totally cover the situat ion. This typically occurs w hen the user has mult iple account numbers for a part icular source post ing sequence number and the one DEFAULT account does not cover the requirement. For example, the user may require mult iple G/L account numbers to post to for SALES based on dif ferent source item account groups. Use the DETAIL level to def ine each source item account group and the desired G/L account number to post. There are no limits as to how many DETAIL post ings may be established. When source transact ions are entered, the programs w ill t ranslate to these predef ined DETAIL G/L post ing parameters to ascertain the correct accounts to post. If no DETAIL source parameter is present, program w ill ut ilize the DEFAULT parameters. GLPAR also allow s the user to def ine w hether G/L Account Number recaps are printed and updated in summary or detail fashion w here applicable. To ut ilize the GLPAR program effect ively, the G/L chart of accounts must be established. Procedure From the menu, enter " GLPAR" :

Opt ion 1 allow s the user to choose w hich program w ill be interfaced to G/L and w hat source data f ields at the DETAIL level w ill be act ivated. Print ing and updating of G/L data in summary or detail fashion can be controlled w here appropriate. In Option 2 the user w ill key in DEFAULT source Division values and their corresponding G/L account numbers to post to. Inventory DEFAULTS require a source Division and Branch default record. For those post ings w here Branch in Use is set to ' Y' , the user must set up both default AND detail records. In lieu of entering one record for each branch in the default post ing parameters,



user may use the designat ion of " ALL" as the branch ID. User must then enter detail records for each program sequence that is post ing by branch. Option 3 allow s the user to def ine DETAIL source data values and the post ing G/L Account Numbers. Option 4 validates that the Division DEFAULT records have been properly established so that the G/L interface may be act ivated for that Division. The follow ing information describes in detail all of these opt ions: Option 1

The key features of opt ion 1 are as follow s: 1.

Select ively choose w hich programs w ithin an applicat ion module w ill interface w ith the G/L.

2.

Optionally allow s the user to turn on the IC, BM, PI and AR global interface f lags to GL. These f lags may also be done through the ACF program. This allow s the user the f lexibility of t ime w hen establishing w hich programs w ill interface and under w hat condit ions. Once the user is sat isf ied w ith the GLPAR setup, the module is easily interfaced by changing one f lag to act ivate the interface for that module.

3.

Determine the key data source parameter f ields per program that w ill be used to post to the proper GL account. These accounts can then be def ined in the DETAIL level of GLPAR records.

4. Decide w here applicable w hether GL w ill be posted and printed in detail or summary formats.



Procedures Upon entering G/L Control Parameters Maintenance screen, select the ADD opt ion from the ring menu. The follow ing are valid program names by applicat ion module that may be interfaced to the G/L:

A/R to G/L Interfacing CASH Cash Receipts Entry INVR Invoice Register FC Finance Charges ARMPR A/R Memo Post ing Register

Inventory to G/L Interfacing ITR Inventory Transact ion Register ICRAR Item Cost Rollover Audit Register POR Purchase Order Receipts

Physical Inventory to G/L Interfacing PIDJ Physical Inventory Deviat ion Journal/Update

Bill of Material to G/L Interfacing BMEXR Bill of Material Explosion Entry Register

Point of Sale to G/L Interfacing POSCP Point of Sale Payment Method Register

PROGRAM NAME

Enter the desired program name.

After choosing a program, the system w ill prompt Proceed to cont inue or Exit to exit . If Proceed is chosen, the system w ill then perform an ADD CONTROL PARAMETER RECORDS funct ion. This funct ion adds sequence numbers that may be ut ilized w hen you perform opt ions 2 and/or 3. If sequences w ere previously added, the program w ill not re-add those records. The system w ill then return to the ring menu w here the user may perform an UPDATE funct ion to the programs added above. SOURCE PARAMETERS

These parameters allow the user to def ine w hich source data f ields shall be ut ilized w hen establishing the DETAIL level post ing interface accounts. Division in Use Dept in Use Bank in Use Branch in Use Bill Meth in Use Trans. Type in Use Item Acct Grp in Use Cust Acct Grp in Use Tax ID or POS Type in Use Customer Tax Cls in Use Sell Branch in Use Tr From Branch in Use Tr To Branch in Use Place a Y next to any source data prompt w here that f ield w ill determine w hich GL account should be posted to in that program.

ACTIVATE THIS PROGRAM TO

Options are Y or N. This w ill determine, by applicat ion program, w hether the softw are w ill act ively post to the G/L. The Global ACF prompt must



INTERFACE

also be set to a Y.

G/L RECAP PRINT OPTION

To select if registers, such as INVR or CASHJ, w ill be follow ed by a detailed or summary G/L recap. A detailed recap w ould include reference numbers. For example, a detailed G/L recap on INVR show s G/L f igures by invoice number. Options are S for summary, D for detail, B for both or C for combined. Valid opt ions by program are: ARMPR - (S)ummary or (D)etail or (B)oth BMEXR - (S)ummary or (D)etail or (B)oth CASH - (S)ummary or (C)ombined FC - (S)ummary or (D)etail or (B)oth ICRAR - (S)ummary or (D)etail or (B)oth INVR - (S)ummary or (D)etail or (B)oth ITR - (S)ummary or (D)etail or (B)oth PIDJ - (S)ummary or (D)etail or (B)oth POR - (S)ummary POSCP - (S)ummary, (D)etail, (B)oth,

(C)ombined NOTE: The combined opt ion is for the CASH or POSCP programs only.

When used w ith cash, this opt ion w ill print the cash and cash reversal entries on the same line w ith a NET change. When used w ith poscp, this opt ion (w hen used in conjunct ion w ith a post Option of (D)etail) w ill print and post summary by GLPAR/Sequence No. This setup w ill allow user to get separate amounts posted for each glpar sequence and payment method w ithout gett ing detail by Reference No. post ings.

G/L POST UPDATE

Options are S for summary or D for detail. This controls w hether detail or summary data w ill be posted into G/L f iles. CASH and POR programs allow for summary opt ions only. POSCP should be set to a value of ' D' if the G/L Recap print opt ion is set to a value of ' C' .

JOURNAL SOURCE CODE

Enter a user def ined source journal code. The program w ill provide defaults as follow s: AR for ARMPR (Accounts Receivable Memo Post ing) CR for CASH (Cash Receipts Journal) FC for FC (Finance Charge Register) IC for ICRAR (Inventory Cost Rollup Register) SJ for INVR (Invoice Register/Sales Journal) IJ for ITR (Inventory Transact ion Register) PI for PIDJ (Physical Inventory Deviat ion Journal) PR for POR (Purchase Order Receipts Register) PS for POSCP (Point of Sale Payment Method Register) These source codes carry forw ard into the G/L f iles w hen post ings are made.

GLOBAL ACF FLAG

This prompt overlays ACF prompts ar001, pi001, bm001, and inv001, w hich act ivates the Accounts Receivable, Physical Inventory, Bill of Materials and Inventory interface f lags w ith G/L. Depending on w hich



program the user is adding or updat ing, this f lag w ill update the proper, ACF f lag for that respect ive module: CASH, INVR, FC, ARMPR programs use ACF opt ion ar001. ITR, POR, ICRAR programs use ACF opt ion inv001. PIDJ program uses ACF opt ion pi001. BMEXR program uses ACF opt ion bm001. POSCP program uses ACF opt ion pos001.



Option 2

Opt ion 2 allow s the user to def ine the default G/L account numbers for each division to be ut ilized w hen interfacing into G/L. The user must have all default records established for each division and program ut ilizing the interface. The default accounts by division by program are the minimum f ields a user may set up in order to interface into the G/L. Upon exit ing this program, a validat ion check w ill be performed by division for each program act ivated. If all the proper defaults have been entered, then the Division Validated f lag for that program w ill be automatically set to Y indicat ing the user may now feed data for that program for that division to the G/L f iles. The inventory programs require the DEFAULT be set up by Branch w ithin Division. There is now a default branch capabililty of " ALL" . This new feature applies to opt ion #2 (Default Account Maintenance). This feature w ill save some set up t ime for users in this program. User w ill st ill be required to add Detail records by branch. When in ADD mode, the program w ill display a w indow to add sequence numbers related to the program being added. Once added, these sequence numbers may be maintained in UPDATE mode. The follow ing f ields may be maintained: PROGRAM NAME

Enter the desired program name.

DIVISION

Enter the DEFAULT source Division ID.

BRANCH

Enter the DEFAULT source Branch ID.

DESCRIPTION

This f ield stores the descript ion of the sequence journal transact ion type.

DIVISION

Enter the Division to be posted.

DEPARTMENT

Enter the Department to be posted.

G/L ACCOUNT NO.

Enter the G/L Account Number to be posted.



Records can be copied from one Division to another automatically by select ing DUPLICATE:

The next screen w ill appear:

Opt ion 3

Opt ion 3 allow s the user to def ine the specif ic G/L account numbers to be posted to based on the source f ield parameters def ined in opt ion 1. This DETAIL level of G/L account numbers is opt ional and only needs to be implemented if a more detailed distribut ion to the G/L by other than division



criteria is required. When post ing into G/L for the act ivated programs, the rout ines w ill check these records to ascertain the correct G/L Account based on the source data found in the transact ion. If no source data value has been specif ied in this level, then the program w ill ut ilize the default data found in the division defaults def ined in opt ion 2. Post ing records to this f ile is keyed by program name and sequence number. Within these keys, the user may have def ined dif ferent source f ield parameters to be act ive for a part icular program. Based on the act ive parameters, the user may key in the possible source data to be found in those parameters and def ine the proper G/L number to post to based on that set of source data parameters. The follow ing f ields are prompted for in this opt ion: PROGRAM NAME

Enter program name to be interfaced.

SEQUENCE

This f ield stores the sequence numbers assigned to a program. Each program ut ilizes several sequence numbers w hich are related direct ly to values that w ill be posted for a transact ion. An example of a sequence number might be the A/R or the Cash sequence number. These sequence numbers are found w hen post ing to the G/L are made through the CASH receipts program.

SOURCE PARAMETERS USED

The screen lists all the key f ields, or act ive source parameters, in the low er lef t port ion of the screen. Based on the key f ields user chose in opt ion 1, the system w ill prompt for the key source f ield values that w ill post to dif ferent G/L accounts than those set up in opt ion 2.

DIVISION

Enter the Division to be posted based on the source parameters.

DEPARTMENT

Enter the Department to be posted based on the source parameters.

G/L ACCOUNT NO.

Enter the G/L Account Number to be posted based on the source parameters.



Select DUPLICATE to copy records from one program to another:

Opt ion 4 Option 4 validates all the entries made by division to insure valid G/L account numbers are present for all sequences for those programs act ivated. If validated, the edit check w ill act ivate the Division Validated f lag for that division for that program and post ings w ill be permit ted. If all sequence numbers are not properly def ined, no post ings to the G/L w ill be permit ted unt il this f ile is corrected and validated. Any changes in opt ions 2 or 3 w ill t rigger the running of the validat ion check automatically.



GLRJ- G/L RECURRING JOURNAL MAINTENANCE Introduction The G/L Recurring Journal Maintenance program enables the user to set up and maintain recurring journals w hich w ill post a journal entry based on user specif icat ions. Procedure From the menu, enter " GLRJ" :

The follow ing f ields may be entered w hen in ADD mode: Header Field Definit ions JOURNAL ID

This f ield is system generated to be ` RJ' .

DIVISION ID

Enter the valid division code or use the drop dow n w indow for Division lookup.

DEPT. ID

Enter the valid department code or use the drop dow n w indow for Department lookup.

JOURNAL CODE

Enter the journal code for this journal entry. This is a mandatory f ield entry.

MEMO FIELDS 1, 2


ENTERED BY

The system automatically enters the user' s ID here.

SOURCE REF

The system w ill automatically load this f ield w ith the journal ID and journal code. This f ield is for reference purposes only.

CONTROL ACCOUNT

Enter the valid account number of this entry. The entered account number w ill be verif ied against the format def ined through GLDCM. The control number is used to track the act ivity of a journal. It is established



on the f irst detail line. All header information is based on the control account. Press the small lookup box for a list of valid G/L account numbers.

START DATE

Enter the date that the journal is to begin processing.

# OF PERIODS

Enter the number of periods that an amount w ill be posted for this journal.

AMOUNT PER PERIOD

Enter the amount that w ill be posted per period for this journal.

LIMIT TO BE POSTED

The total amount that w ill be posted for this journal.

POSTING DAY OF MONTH

Enter the day of month that w ill be posted for this journal.

STATUS

There are dif ferent status f lags for each step the journal is in: B - In balance O - Out of balance I - Journal being updated by another user P - Print ing R - Updating U - Updated X - No detail records

AMOUNT POSTED TO DATE

This f ield is updated automatically after running program GLRJP.

LAST POSTED DATE


LAST POSTED AMOUNT


NEXT POST DATE

Enter the next post date that this journal w ill be posted on. This f ield is updated after running program GLRJP, but it can be maintained to post to any open period.

HOLD FLAG (Y/N)

If Y is selected, this journal w ill be placed on hold and not updated.

COMMENTS

Enter Y if comments are indicated N if comments are not indicated. For a detailed explanat ion of how to use the ` Comments' f ield, please refer to the General Information Sect ion of this manual.

After all select ions have been made: PROMPT: Correct? YES or NO



If user answ ers Yes, the system w ill display the follow ing Detail screen:

Detail Line Item Definit ions SEQ. NO.

This is a system generated sequence number. The f irst sequence number is reserved for the control account entry. All other account entries can be made follow ing this entry.

DIV. ID

Enter the Division ID.

DEPT. ID

Enter the Department ID.

ACCOUNT NUMBER

Enter the G/L Account Number.

DEBIT AMOUNT

Enter the debit amount of the account.

CREDIT AMOUNT

Enter the credit amount of the account.

MEMO FIELDS 1, 2


If user selects to skip the Debit or Credit Amount f ield and attempts to exit the Detail screen, a w indow advising user of the out of balance journal w ill display.



Select VIEW to enter the sort criteria:



GLRJP- G/L RECURRING JOURNAL PROCESSING Introduction The G/L Recurring Journal Processing program enables the user to select and process recurring journals. These journals are created in GLRJ. Procedure From the menu, enter GLRJP" :

The program w ill begin processing all the recurring journals scheduled for processing. Upon complet ion of print ing, user w ill then post the records that w ere created during this run.



GLS- G/L STATUS DISPLAY Introduction The general ledger status display program (GLS) allow s the user to easily search and view all General Ledger entries including all sub ledgers, transact ions and post ings generated manually and by the system. The program uses a " drill dow n approach" beginning at the highest level and drilling all the w ay dow n to w ho made the entry and w hen it w as made in a one-source status screen of post ings that are in the General Ledger. When the program is init iated, the user is able to select post ing records for any combo of the division, department, g/l account number, general ledger account descript ion, journal source ID and a date range. Lookup buttons have been added to the Journal Source ID and Source Program select ion f ields. This w ill aid a user in easily select ing records from the desired program. The display of information w ould be similar to w hen a user goes into GLQ and queries on an account. Instead of seeing the records one account at a t ime, the account number/account descript ion f ields w ill be brought dow n on the display screen so mult iple general ledger accounts w ill display w ithin the same screen. Once the select ion criteria has displayed on the screen, an EXCEL button is available to dow nload the displayed records to an Excel Spreadsheet. User may elect to display the records in a ' Detail Accounts' format (detail post ings by division, department, date, source program) or a ' Total Accounts' format (summarized post ings by division, department, date). The user has the ability to right click on the header line and add or remove f ields that are displayed as w ell as rearranging columns on the screen and sort ing in various w ays. Once the accounts are displayed, user w ill be able to access DETAIL, VIEW REGISTER and/or VIEW REFERENCE buttons that w ould enable them to get a screen display of the detail records that made up that post ing. From the menu, enter " GLS" and enter your select ion criteria.



The system w ill return all entries found for the select ion criteria you entered on the above screen.

The general ledger status display program (GLS) allow s the user to easily search and view all General Ledger entries including all sub ledgers, transact ions and post ings generated manually and by the system. In this w indow , the user may resize or rearrange the columns, sort by any f ield in the header. Move f ields around. Add or remove f ields by placing the mouse cursor on the header bar and right clicking the mouse, then choose the f ield to add or remove. Highlight a specif ic line and View the register. Double click on the highlighted line or click the " DETAIL" button to see the entries for the specif ic journal. View the reference or View the Register. Use the EXCEL button to dow nload the contents of the w indow to an Excel Spreadsheet. User may click on the Search button, enter a non-case sensit ive alpha or numeric value to have the system search the displayed items and highlight each occurrence.

When executing a search user may enter <Ctrl-f> to go to the search field. Press the F3 key to go to the next occurrence. Press the Shift - F3 keys to go to the previous occurrence.

Double click on the highlighted line or click on the Detail button to view the entries contained in the sub ledger.



Click on the List Register button to view the entries contained in the sub ledger.

Click on the View Register button to view the Register.



Click on the View Reference button to view the Reference.

The PRINT button w ill print the display of items on the screen.

Throughout the various displays, w henever the EXCEL button appears, the user has the capability of dow n loading the contents of the screen that is act ive, into an Excel Spreadsheet.



GLTM- GENERAL LEDGER ACCOUNT TYPE MAINTENANCE Introduction The Account Type Maintenance program is used to set up the valid account types for your General Ledger. This program allow s you assign sub classif icat ions and categories to the major classif icat ions for the General Ledger. Procedure From the menu, enter " GLTM" User can Add, Update, Remove, View or Query records.

The follow ing f ields may be entered w hen in ADD mode: PRIMARY TYPE

Enter a valid account type. An account primary type is the major classif icat ion of G/L Chart of Account records. Examples: A - Assets L - Liabilit ies C - Capital R - Revenue E - Expenses

SECONDARY TYPE


CATEGORY


SUB CATEGORY Enter a valid account sub category. An account sub category is the fourth



level of an account classif icat ion. Example: Level 1) Assets Level 2) Current Assets Level 3) Inventory Level 4) FINISHED GOODS INVENTORY



GLTB- G/L TRIAL BALANCE Introduction The G/L Trial Balance program enables the user to generate a summary act ivity list ing for a certain period w ith f ive dif ferent output formats: 1.

Consolidate all Divisions w ithin a Corporat ion ID

2.

Consolidate all Departments w ithin a Division ID

3.

Non-consolidated by Division/Department

4.

Part ial Consolidat ion of user def ined Divisions w ithin a Corporat ion ID

5.

Part ial Consolidat ion of user def ined Departments w ithin a Division ID

Procedure From the menu, enter " GLTB" :



Select 1:

The Division and Department select ion prompts only apply to output opt ions, 2 or 3. Output opt ion 3 also allow s for a w orksheet format to be output. Enter Value Format:


If output is directed to (C)ron:



The (C)ron Job permits the product ion of a report on an output device at a previously selected date and t ime. This type of output operat ion is often used to produce reports automatically unattended. A detailed explanat ion of the cron f ields may be review ed in the System Utilit ies sect ion under a program called CRONM. To establish f lexible and moving date parameters to be applied w hen the cron output is generated:

In the f irst prompt, if user specif ies to not use current period, then report w ill use the f ixed report year and period as parameters for the output. If user specif ies to use current period, then output period w ill be determined based on the start date using the follow ing technique. The start date w ill be a calculated date based on the system date. Output w ill take the system date at the t ime the output is generated and add days (plus or minus) to the system date to arrive at the start date. Based on the calculated start date, the program w ill ascertain the correct G/L Period for w hich to generate output.



BUDGETING- OVERVIEW FOR THE BUDGET PROCESS Introduction The G/L Budget Maintenance program enables the user to set up and maintain budget records w hich w ill be used for report purposes. The user may maintain budgets by f iscal year and keep several years of budget data in the f ile. Within each budget year, the user may establish the beginning base year budgets and the current year actual budget amounts. The concept behind the budgeting process can be described in three easy steps:

1. Create a BASE budget for the year you are going to budget. This can be done by either creat ing the base budget from the General Ledger or by copying (duplicat ing) a previously established budget (i.e. last year' s budget), or by import ing it through an Excel™ spreadsheet;

2. Make any changes to the new ly created BASE budget through the GLBM maintenance funct ion w hich is streamlined and easy to use, or by export ing a created budget to an Excel™ spreadsheet, making changes and theN import ing the spreadsheet back into the BASE budget;

3. Copy (duplicate) the budget from the BASE budget to the CURRENT budget w hen you are f inished making changes and the budget is f inalized.

With the new budget maintenance program, user may now create allocat ion codes to be ut ilized to set up and maintain default percentages by period so that the user can easily allocate amounts in the various G/L accounts. Factors may be used instead of percentages to provide you with a more accurate method of splitting total amounts across the various periods. In mathematics, a factor of x, also called a divisor of an integer x, is an integer which evenly divides x without leaving a remainder. See section in op guide for the GLBAPM program. Budgets can be created and maintained on the system very easily. The concept behind the budgeting process can be described in three easy steps:

4. Create a BASE budget for the year you are going to budget. This can be done by creat ing the base budget from the General Ledger or by copying (duplicat ing) a previously established budget (i.e. last year' s budget), or by import ing it through an Excel™ spreadsheet;

5. Make any changes to the new ly created BASE budget through the maintenance funct ion or by export ing a created budget to an Excel™ spreadsheet, making changes to the spreadsheet, and then import ing the spreadsheet back into the BASE budget;

6. When all changes are complete, copy (duplicate) the BASE budget to the CURRENT budget w hen you are f inished making changes and the budget is f inalized.

To get started, you w ill f irst need to decide the Budget Amount Rounding that best suits your needs. The follow ing ACF opt ion w ill enable you to set the rounding of budget amounts w hen creat ing budgets: gl017 Budget Amount Rounding

This option will control the rounding of budget amounts. This will enable a user to maintain budget amounts to the penny, whole dollar, ten dollars, hundred dollars, etc.

The following are valid option values:

NULL - No Rounding. Budget amount will be to the penny .0l - No Rounding. Budget amount will be to the penny



.1 - Round budget amount to the nearest ten cents 1 - Round budget amount to the nearest dollar 10 - Round budget amount to the nearest ten dollar 100 - Round budget amount to the nearest hundred dollar 1000 - Round budget amount to the nearest thousand dollar

Once ACF option gl017 is set the way you want it, you will then need to decide on what type of allocation records you need and make sure you have set these allocat ion records up through the program glbapm. You are now ready to begin creat ing and maintaining your budget. When the budget process is completed and the BASE budget is copied to the CURRENT budget, comparison reports can be view ed or dow nloaded from programs w ithin the budget module and can also be seen in the SNAP program. Programs associated w ith the budget module: glbapm G/L Budget Allocat ion Percentage Maintenance Program glbm G/L Budget Creat ion and Maintenance Program glbc G/L Budget Comparat ive Report Main tables associated w ith the budget module: glbudpct G/L Budget Allocat ion Percentage Table glbudg G/L Budget Table glbudg2 G/L Budget Table - Extension of the glbudg table glbdgcomt G/L Budget Comments Table



GLBAPM- G/L BUDGET ALLOCATION PERCENTAGE MAINTENANCE PROGRAM Introduction The G/L Budget Allocat ion Percentage Maintenance Program is used to set up and maintain default percentages by period so that the user can easily allocate amounts in the various G/L accounts. Factors may be used instead of percentages to provide you w ith a more accurate method of split t ing total amounts across the various periods. In mathematics, a factor of x, also called a divisor of an integer x, is an integer w hich evenly divides x w ithout leaving a remainder. These Allocat ion Records are only used as a default record. Each individual general ledger account (through the maintenance program) may be overw rit ten by changing the Allocat ion Code or by manually allocat ing amounts in each period. As an example of using a percentage; if you w ish to enter a total amount for accounts and evenly spread the allocat ion across a tw elve month period, a record could be established w ith an Allocat ion ID of " even" , w ith an Allocat ion Type of " Percentage" and in each period, a percentage of " 8.3333%" w ould be entered for each of the 12 month periods. If you w ish to allocate more heavily tow ards the later part of the year and lighter in the beginning months, an Allocat ion Record could be set up w ith an ID of " random1" , and again w ith an Allocat ion Type of " Percentage" w ith the percentages in the beginning months low and gett ing higher tow ards the end of the periods. The percentages must add up to 100%. Some rounding w ill occur. As an example of using a factor; to more accurately arrive at an even monthly budgeted amount, for a period of t ime (tw elve months) from one total annual budget amount, you w ould establish an Allocat ion ID of " Factor1" , w ith an Allocat ion Type of " Factor, and enter a " 1" for each period, w hich represents 1/12th of the total amount. So in the case w here the annual budgeted amount is $24,000 and each month is assigned the value of 1, the monthly budgeted amount w ould be 1/12th of $24,000 or $2,000 per month. Procedure FROM THE MAIN MENU CALL UP PROGRAM " GLBAPM" . Example of an Evenly Allocated Record, w here each period is allocated evenly throughout the year using a factor.

Example of a Randomly Allocated Record, w here the Allocat ion starts out low and gets higher as the year goes on, using percentages



The follow ing f ields may be entered w hen in ADD mode: ALLOCATION ID

Enter the unique code for the allocat ion percentage record. The ID can be alpha-numeric and up to 10 characters long.

DESCRIPTION

Enter a descript ion for the allocat ion code.

ALLOCATION TYPE

Enter the allocat ion type, either Percentage or Factor. As an example of using a percentage; if you w ish to enter a total amount for accounts and evenly spread the allocat ion across a tw elve month period, a record could be established w ith a record id of " even" and in each period, a percentage of 8.3333% w ould be entered for each of the 12 month periods. If you w ish to allocate more heavily tow ards the later part of the year and lighter in the beginning months, a default record could be set up w ith an id of " random1" w ith the percentages in the beginning months low and gett ing higher as tow ards the end of the periods. The percentages must add up to 100%. Some rounding w ill occur. As an example of using a factor; to more accurately arrive at an even monthly budgeted amount, for a period of t ime (tw elve months) from one total annual budget amount, you w ould establish a factor of 1 for each period w hich represents 1/12th of the total amount. So in the case w here the annual budgeted amount is $24,000 and each month is assigned the value of 1, the monthly budgeted amount w ould be 1/12th of $24,000 or $2,000 per month. This is only used as a default record. Each individual record (through the maintenance program) may be set to a dif ferent Allocat ion code or be manually allocated.

ALLOCATION % FOR PERIODS (1-13)

Enter the allocat ion percentage or factor for each period. If the record you are entering is a " Percentage" Allocat ion Type, the total of all entries must be 100%. NOTE: If you set up your General Ledger for a 13-period f iscal year and use the 13th period as a one day period for year-end adjustments, you w ould normally not allocate any percentage or factor for that period.



GLBM- G/L BUDGET CREATION AND MAINTENANCE PROGRAM Introduction The G/L Budget Maintenance program enables the user to create and maintain budget records w hich w ill be used for report purposes. The user may maintain budgets by f iscal year and keep several years of budget data in the f ile. Within each budget year, the user may establish the beginning " BASE" year budget and the " CURRENT" year budget amounts. A base year budget is used to setup and build your " current" budget. Once you have f inished or f inalized your " base" year budget, these records can be copied (duplicated) over to establish the f inal " current" budget records. Once a " Current" budget has been set up, as the year progresses, you can view the actual amounts against the budgeted amounts for each account record that w as set up in the " current" budget. Comparison reports, view s and snapshots are available. Procedure From the menu, enter " GLBM" :

Use the MENU OPTIONS buttons to perform one of the follow ing funct ions: MAINT. BUDGET

GLBM- MAINTAINING A BUDGET The " Maint. Budget" button is used to maintain a budget. A select ion w indow w ill allow the user to choose the year, division, department, etc. and choose to maintain either the BASE or CURRENT budget.

COPY

GLBM- DUPLICATING/COPYING A BUDGET The " Copy" button is used to duplicate or copy from one exist ing budget (either base or current) to another budget (base or current). Its main purpose is to copy an exist ing budget (i.e. last year' s budget) to a new base budget for the current year or to copy a new base budget to the current budget w hen the base budget is f inalized.

CREATE GLBM- CREATING A BASE BUDGET FROM YOUR EXISTING GENERAL LEDGER



FROM G/L

The " Create from G/L" button is used to create or overlay a base year budget from your General Ledger. The base year budget can be created w ith just account numbers and descript ions or it can be created w ith dollar amounts based on the actual amounts found in the G/L. Optionally, you can increase the amounts by a certain percentage.

VIEW GLBM- PRINT A BUDGET LISTING The " View " button is used to obtain a report output of a base year budget. Report may be printed to the screen, a printer, the print hold scheduler (PHS), or output to an Excel™ spreadsheet format. User may opt to print the actual general ledger amounts on the report , ut ilizing the same criteria used to create the budget--f iscal year or rolling 12/13 period.

IMPORT EXPORT

GLBM- IMPORTING/EXPORTING A BUDGET FROM AND TO AN EXCEL™ SPREADSHEET The " Import" button is used to create or overlay an exist ing budget from an Excel Spreadsheet. Likew ise, the " Export" button w ill allow you to export an exist ing budget (base or current) to an Excel™ Spreadsheet. Hint: If you like w orking w ith spreadsheets to create your budget and then have the ability to import this spreadsheet into the system, you can easily create the init ial spreadsheet. First create the base budget year from the General Ledger by using the " Create from G/L" button or Duplicate an exist ing budget by using the " Duplicate" button from a previous year on the system. Then use the " Export" button to export this budget to an Excel™ Spreadsheet on your PC. On your PC, you can then update the spreadsheet as you w ish. When you are f inished, just use the " Import" funct ion to import this budget to either the base or current year budget. It is alw ays best to import to a base budget then copy (or duplicate) the base budget to the current budget.

GLBAPM GLBM- GL BUDGET ALLOCATION PERCENT MAINTENANCE PROGRAM The " GLBAPM" button allow s the user to call the G/L Budget Allocat ion Percentage Maintenance Program w hich is used to set up and maintain default percentages or factors by period enabling the user to easily allocate amounts across general ledger periods for the various general ledger accounts.

Help Displays the Help w indow .

Run Allow s you to run another program w ithout exit ing the current program.

Exit Program Exit the program.



GLBM- MAINTAINING A BUDGET The " Maint. Budget" button is used to maintain a budget. A select ion w indow w ill allow the user to choose the year, division, department, etc. and choose to maintain either the BASE or CURRENT budget. Enter the select ion criteria for the budget and the Budget Type (i.e. BASE or CURRENT) that you w ish to maintain.

The selected budget w ill appear. User may toggle back and forth betw een base budget and current budget by using the " Go To Base" or Go To Current" buttons. The Budget you are in w ill be displayed on upper lef t of screen.



User may right-click the header to display the follow ing f ields on the screen: Account Type, Corporat ion ID, Division ID, Department ID, G/L Account No., G/L Account Descript ion, Funct ion Code, Corporate Consolidat ion G/L Account, Division Consolidat ion G/L Account, Budget Amount, Budget Allocat ion Code, Override Indicator, Actual G/L Account Balance (the account balance displayed is the total balance in the account for the f iscal year selected).

Menu opt ions available: Update Updates the record on this screen allow ing the user to enter a total budget

amount for the line item or the allocat ion code. If you w ish to manually spread the allocat ion by entering the amounts (or percentage) for each period, then double click a highlighted line, or use the Details button on the Menu Options bar.

Detail Use the Detail button on the menu opt ions bar or double click a highlighted line to make changes to a budget amount. User may change the Allocat ion Code or the Total Annual Budget Amount for an account, in w hich case the system w ill spread the total amount over the 12/13 periods based on the Allocat ion Code. User may also manually override a specif ic budget amount for a period(s) by overriding the Allocat ion displayed in the period. When a manual change is made to a budget period, the system w ill remove the Allocat ion Code for that line and set the Override Indicator to " Y" .

Remove Rcd Removes the highlighted line (one account at a t ime).

Next Year Displays the budget for the year you are maintaining plus one year, if one exists.

Previous Year Displays the budget for the year you are maintaining minus one year, if one exists.

Remove All Removes the ent ire budget based on the Budget Type selected. (i.e. BASE or CURRENT). System w ill display the total number of records being removed. If user' s select ion w ithin the Maint Budget opt ion included only a single division or department, then only the records for the selected division and/or department w ill be removed. When removing a Base Year Budget, the system w ill automatically remove the Current Year Budget. How ever, w hen removing a Current Year Budget, the user has an opt ion w hether or not to remove the Base Year Budget.

Excel Dow nloads the contents of the w indow you are view ing to an Excel™ spreadsheet.

Summary Displays a list of the " Highest" Total Account for the various Post ing and Sub-Total G/L Account numbers. If no Total Account exists for a group of



Post ing Accounts, then the individual post ing account is displayed.

Help Displays the Help w indow .

Run Allow s you to run another program w ithout exit ing the current program.

Exit Exit the G/L Budget Maintenance Screen and return back to the GLBM main opt ions w indow .



GLBM- MAINTAINING A BUDGET - UPDATE MODE The Update Mode allow s for the records on this screen to be updated by allow ing the user enter a total budget amount or an allocat ion code for any line item. If you w ish to manually spread the allocat ion by entering the amounts (or percentage) for each period, then double click a highlighted line, or use the Detail button on the Menu bar. This w ill bring the user to a detail screen. UPDATE:



GLBM- MAINTAINING A BUDGET - DETAIL MODE By double clicking on a line or by select ing the Detail button in the Maintain Budget w indow , a detail w indow w ill open to allow the user to manually spread the allocat ion. The user may choose to update each period by select ing either the Upd_Pct button to update by Percentage (or Factor) or the Upd_Amt button to update by amount. DETAILS:

If the user chooses the Upd_Pct opt ion the system w ill allow the user to change the Allocat ion Code, the Total Budget Amount or manually change the Allocat ion % for a period(s). When changing either the Allocat ion Code or the Total Budget Amount, the system w ill automatically update the Alloc % and the Budget Amt columns. When manually overriding the Alloc % for a specif ic period, the system w ill remove the Allocat ion Code for that line and set the Override Indicator to " Y" . If the user chooses the Upd_Amt opt ion the system w ill allow the user to change the Allocat ion Code, the Total Budget Amount or manually change the Budget Amount for a period(s). When changing either the Allocat ion Code or the Total Budget Amount, the system w ill automatically update the Alloc % and the Budget Amt columns. When manually overriding the Budget Amt for a specif ic period, the system w ill remove the Allocat ion Code for that line and set the Override Indicator to " Y" .



GLBM- MAINTAINING A BUDGET - REMOVING RECORDS You can remove a singe record or remove ALL records. The Remove Rcd w ill remove a single line (one account at a t ime or the Remove All button w ill remove the ent ire BASE budget or CURRENT budget or both.

Removing records from the BASE budget REMOVE RCD: If you are w orking w ith the BASE budget and remove a single line, a w arning message w ill display informing the user that removing the ' Base' budget record w ill cause both the base and current budget to be deleted for this account.

REMOVE ALL: If you are w orking w ith the BASE budget and choose the opt ion to remove the ent ire budget, a w arning message w ill appear informing the user of the number of records selected for removal and that removing the ' Base' budget records w ill cause both the base and current budget to be deleted for the selected records. If in your select ion, you have chosen mult iple Divisions or Departments, a w arning w indow w ill be displayed informing the user before proceeding, as w ell as displaying the number of records being removed.



Removing records from the Current budget REMOVE RCD: If you are w orking w ith the CURRENT budget and remove a single line, a w indow w ill open w ith the current budget already checked. If you w ant to delete both budgets (base and current) for the selected account, click on the Base Budget box. By select ing the Remove button, system w ill remove budget for boxes checked.

REMOVE ALL: If you are w orking w ith the CURRENT budget and remove all, a w indow w ill open w ith the current budget already checked. If you w ant to delete both budgets (base and current) click on the Base Budget box. By select ing the Remove button, system w ill remove budget for boxes checked. If in your select ion, you have chosen mult iple Divisions or Departments, a w arning w indow w ill be displayed informing the user before proceeding, as w ell as displaying the number of records being removed.



GLBM- COPYING/DUPLICATING A BUDGET The " Copy" button is used to copy or duplicate from one exist ing budget (either base or current) to another budget (base or current). Its main purpose is to copy an exist ing budget (i.e. last year' s budget) to a new base budget for the current year or to copy a new base budget to the current budget w hen the base budget is f inalized. When copying a budget user may increase the budget amounts being copied from by a specif ied percent. You may also decrease the budget amounts being copied from by entering a negat ive percent. COPY:



GLBM- CREATING A BASE BUDGET FROM YOUR EXISTING GENERAL LEDGER The " Create from G/L" button is used to create or overlay a base year budget from your General Ledger. The base year budget can be created w ith just account numbers and descript ions or it can be created w ith dollar amounts based on the actual amounts found in the G/L. Optionally, you can increase the amounts by a specif ied percentage or decrease the amounts by entering a negative percentage.. CREATE FROM G/L:



GLBM- IMPORT/EXPORT BUDGETS FROM AND TO AN EXCEL™ SPREADSHEET The " Import" button is used to create or overlay an exist ing budget from an Excel™ Spreadsheet. Likew ise, the " Export" button w ill allow you to export an exist ing budget (base or current) to an Excel™ Spreadsheet. Hint: If you like w orking w ith spreadsheets to create your budget and then import this spreadsheet into the system, you can easily create the init ial spreadsheet. First create the base budget year from the General Ledger by using the " Create from G/L" button or Duplicate an exist ing budget by using the " Copy" button from a previous year on the system. Then use the " Export" button to export this budget to an Excel™ Spreadsheet on your PC. On your PC, you can then update the spreadsheet as you w ish. When you are f inished, just use the " Import" funct ion to import this budget to either the base or current year budget. It is alw ays best to import to a base budget then copy (or duplicate) the base budget to the current budget. When import ing, the spreadsheet or f ile must contain headers for the follow ing f ields as detailed below : Fiscal Year - f iscalyr_glbdg Corporat ion ID - corpid_glbdg Division ID - div_id_glbdg Department ID - dept_id_glbdg G/L Account Number - act_no_glbdg When import ing a budget, if a cell under the column heading labeled " alloc_base_budg2" has a valid allocat ion code entered, the user may then enter the total annual amount in the proper cell under the column heading labeled " Total Budget" . All period f ields to the right w ill be ignored. If the cell under the column heading labeled " alloc_base_budg2" is not valued (blank), then the " Total Budget" f ield is ignored, and each period f ield should have an amount entered in the appropriate cells. Field for periods 1-12 (or 13) amounts may be included. How ever, they MUST be included if the allocat ion method f ield is not included or is blank on any row . The follow ing are the headers for the G/L Periods: Period 1 - per01_base_glbdg Period 2 - per02_base_glbdg Period 3 - per03_base_glbdg Period 4 - per04_base_glbdg Period 5 - per05_base_glbdg Period 6 - per06_base_glbdg Period 7 - per07_base_glbdg Period 8 - per08_base_glbdg Period 9 - per09_base_glbdg Period 10 - per10_base_glbdg Period 11 - per11_base_glbdg Period 12 - per12_base_glbdg Period 13 - per13_base_glbdg GLBM Import Rules:

• The Fiscal Year, Corporat ion ID, Division ID, Department ID and G/L Account Number f ields MUST all be included and must all be valued and valid.

• If the GL Account descript ion f ield is included in the w orksheet, it w ill be ignored. • The allocat ion method f ield may be included; it must be included if the f ields for GL

Period 1 through 12 (or 13* ) amounts are not included.



• The total amount f ield may be included; it must be included if the allocat ion method f ield is included. o It w ill be ignored if the allocat ion method f ield is not included in the spreadsheet. o It w ill be ignored on a row if the allocat ion method is not valued.

• Fields for periods 1 through 12 (or 13* ) may be included; they must be included if the allocat ion method f ield is not included or is blank on any row . o They w ill be ignored on a row if the allocat ion method f ield is valued. o When entering a negat ive amount, the cell should be formatted to display negative

amounts as -1234.56 A pre-pass w ill be done prior to loading the sheet to insure there are no errors. If there are any errors on any row , the import of the ent ire spreadsheet w ill be rejected. The user must resolve the error prior to being able to import any row on the spreadsheet. Validat ion:

• Must be a valued, valid Fiscal Year; cannot be blank or NULL or set to an invalid value. • Must have a valued, valid Corporat ion ID, Division ID, Department ID and GL Account

Number; cannot be blank or NULL or set to an invalid value. • If the allocat ion column is included, the total amount column must be included. • If the allocat ion column is not included (or is not valued on any row ), the f ields for

periods 1 through 12 (or 13* ) must be included.

Note: There w ill be no verif icat ion done that if the allocat ion method is valued and any of the f ields for periods 1 through 12 (or 13* ) are not set to zero. * The # of periods required is based on ACF opt ion gl005. If " Y" , 13 periods are required; if " N" , 12 periods are required.



EXPORT: User must enter a Fiscal Year and a Division ID. When using the Export funct ion, user must have a blank w orksheet set up to export the f ile to.



IMPORT: Check to mark the " Test Run" box to put the import thru a validat ion test.

GLBM- GL BUDGET ALLOCATION PERCENT MAINTENANCE PROGRAM The " GLBAPM" button allow s the user to call the G/L Budget Allocat ion Percentage Maintenance Program w hich is used to set up and maintain default percentages by period so that the user can easily allocate amounts in the various G/L accounts. Refer to GLBAPM sect ion for an overview .



GLBC- G/L BUDGET COMPARATIVE REPORT Introduction The G/L Budget Comparat ive Report enables the user to generate a budget comparat ive w hich w ill compare budget amounts to actual amounts. The period and year to date information w ill be output. Procedure From the menu, enter " GLBC" :

If 1 and 3 are selected:

If consolidat ion output opt ions 1 or 2 are selected, the user w ill be prompted for select ion based on either Corporat ion or Division Consolidat ion select ion criteria.



If 2 and 3 are selected:

If consolidat ion output opt ions 1 or 2 are selected, the user w ill be prompted for select ion based on either Corporat ion or Division Consolidat ion select ion criteria.

general ledger table of contents - … · g/l control file maintenance ... general ledger account...

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